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  • APPROP - Appropriation Maintenance

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Unordered List (ul)

In order to look at the *Calculate based on options, move your cursor to the calculate based on field and press the Help key. The mass change will be based on the following options:

Code Block
      A = Percentage of Fiscal YTD Receivables
      B = Percentage of Fiscal YTD Receipts
      C = Fiscal YTD Balance Receivable
  • If you chose to calculate based on a percentage, you will need to enter the pecentage in the Percent field. For example, you chose to calculate based on the percentage of Fiscal YTD
    Receivables and the Fiscal YTD Receivables amount equaled $10,000. By entering 115%, your next fiscal year proposed amount would be $11,500.00
  • If you want the calculated amounts to be rounded to the nearest whole dollar, enter "Y" in the Round? field. Entering an "N" will calculate the amount using dollars and cents. Please keep
    in mind this option should be left blank when using calculation types which are not based on a percentage.
  • If a "R" is entered in the Wild/Range field, you will need to enter an account code in the FROM line from which to begin selection of accounts. Next, enter an account code in the TO line to specify the account on which to end the selected range of accounts. Any accounts that fall between the FROM and TO range will be selected for updating purposes.
  • If a "W" is entered in the Wild/Range field, only the FROM account line is used. Any accounts matching the wildcard will be selected for updating purposes. Please refer to the chapter in the
    USAS User Guide titled "Using the USAS Report Programs" for a complete explanation of wildcard usage.
HTML Table
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Table Row (tr)
Table Head (th)
Wildcard
Table Head (th)
Meaning
Table Row (tr)
Table Cell (td)

*

Table Cell (td)

Represents multiple digits or alphabetic characters.

Table Row (tr)
Table Cell (td)

%

Table Cell (td)

Represents a single digit or alphabetic character.

Table Row (tr)
Table Cell (td)

#

Table Cell (td)

Represents a single digit.

Table Row (tr)
Table Cell (td)

@

Table Cell (td)

Represents a single alphabetic character.

nypmnt

The NYPMNT program allows you to maintain the Next Year Proposed amount for each account individually. You choose whether to update budget or revenue accounts.

Maintain Next Year Proposed Budget Amounts

After selecting budget accounts, you are given options similar to the USARPT/BUDWRK report. This allows the user to duplicate the exact sort and selection options that you chose in BUDWRK.

Code Block
------------------------------------------------------------------------------------------
|                                                                                        |
|               NYPMNT - Next Year Proposed Maintenance - Budget Accounts                |
|                                                                                        |
|  How do you want the amounts calculated? (A, B)                                        |
|    A = The figure entered will be the Next Year Proposed amount                        |
|    B = Subtract the Current Encumbrances from the figure entered                       |
|                                                                                        |
| - Account Sort and Selection Criteria -                                                |
|                                                                                        |
|  Sort options                          ____________________________________________    |
|                                                                                        |
|  Exclude accounts with zero amounts? (A,C,N)         N                                 |
|  Include accounts which are no longer active? (Y,N)  Y                                 |
|                                                                                        |
|  Bank Codes                            ___ ___ ___ ___ ___ ___ ___ ___ ___ ___         |
|                                        ___ ___ ___ ___ ___ ___ ___ ___ ___ ___         |
|                                                                                        |
|                                                                                        |
| Press <next screen> for wildcard account selection options                             |
|                                                                                        |
|                                                                                        |
| Maintenance Setup          Pres PF4 to Load the Maintenance Screen           1 of   3  |
|   XX  Continue            XX  Cancel              XX  Next Screen                      |
|   XX  First Screen        XX  Reset                                                    |
|   XX  Help                XX  Save/Recall                                              |
|   XX  Exit                XX  Prev Screen                                              |
|________________________________________________________________________________________|

Field Definitions

  • If an "A" is entered in the How do you want the amounts calculated field, you will need to enter the Board Approved Budget amount and this figure will be placed in the Next Year's Proposed field. If a "B" is entered, you will need to enter the Board Approved Budget amount and the amount placed in the Next Year's Proposed field will be the amount you entered minus the Current Encumbrances.
  • In order to look at the possible Sort options, move the cursor to the sort option line and press the [Help] key. The following pop-up window appears. You may then enter the desired sort options, separated by commas.
Code Block
------------------------------Sort Items------------------------------
| AC - Entire Budget Account        AP - Appropriation Account       |
| FS - Fund/SCC                     FD - Fund                        |
| FC - Function                     F1 - Function Level: 1 sig digit |
| FL - Function Level: 2 sig digits OB - Object                      |
| OL - Object Level: 1 sig digit    SC - Special Cost Center         |
| SU - Subject                      OU - Operational Unit            |
| IL - Instructional Level          J  - Job Assignment              |
|                                                                    |
|  Enter the fields you wish to sort on. If you wish to sort on more |
|  than one field, enter the fields separated by commas.             |
|                                                                    |
|                                                                    |
|                                                                    |
|        Accept            Cancel                                    |
----------------------------------------------------------------------

  • The option to Exclude accounts with zero amounts is offered. Choices are A, C, or N.

Choosing A, causes accounts where all columns contain zeros to be excluded. This means that an account would be included if either any current year column does not have a zero entry, or any prior fiscal year expended field is not zero. Thus, accounts with non-zero prior year expended fields would be included.

Choosing C, causes accounts where all current year columns contain all zeros to be excluded regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.

Choosing N, causes accounts for which the current year columns contain all zeros to be included regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.*

  • You have the option to *Include accounts which are no longer active*. The options are either Y or N. "Y" indicating inactive accounts should be included, "N" to exclude any inactive accounts.
  • Bank codes refer to a unique bank code number assigned in the ACTSCN program that allows you to select information by banking institution. If desired, enter the bank code. If left blank,
    all bank codes will be selected.

NYPMNT Budget Screen 2 of 3

Code Block
---------------------------------------------------------------------------------------------
|                                                                                           |
|                  NYPMNT - Next Year Proposed Maintenance - Budet Accounts                 |
| -Wildcard budget account selection  - Fnd   Func    Obj   SCC   Subj    Opu   IL   Job    |
| Include or Exclude I     Wildcard     200                 9*                              |
|                    X     Wildcard                   1*                                    |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                                                                                           |
|  Press <next screen> for range account selection options                                  |
|                                                                                           |
| Maintenance Setup             Press PF4 to Load the Maintenance Screen              2 of 3|
|  XX  Continue               XX  Cancel                 XX  Next Screen                    |
|  XX  First Screen           XX  Reset                                                     |
|  XX  Help                   XX  Save/Recall                                               |
|  XX  Exit                   XX  Prev Screen                                               |
---------------------------------------------------------------------------------------------

Field Definitions

  • Screen 2 of 3 offers the option to use wildcard selection by account code.
  • Accounts may be selected by a single account code, a range of accounts, or by a group of accounts all in a single run of the program.
  • You have the option to Include or Exclude accounts by entering either an I or an X on the account line. If an account is entered, a blank is the same as an I for inclusion (the default).
    This works in the following way. The program processes the accounts by first looking for all inclusions. Then the program will process the accounts again looking for any exclusions to see if the account should be "deselected" from the included set. For example, screen 2 above illustrates a situation where you include the student activities fund 200 with 9xxx special cost centers, but then exclude from these accounts all of the objects 100 - 199.
Info

There could be a potential problem if other sets of accounts were to be included.

Suppose you also wanted to include all accounts from the fund 006. Under the above set of exclusions, all of the 006 funds with object codes 1xx, would also be excluded. If you wanted the exclusion of 1xx objects to apply only to the 200 funds, then the account selection screen would look like the following:

Code Block
---------------------------------------------------------------------------------------------
|                                                                                           |
|                  NYPMNT - Next Year Proposed Maintenance - Budet Accounts                 |
| -Wildcard budget account selection  - Fnd   Func    Obj   SCC   Subj    Opu   IL   Job    |
| Include or Exclude I     Wildcard     200                 9*                              |
|                    X     Wildcard     200           1*    9*                              |
|                    _     Wildcard     006                                                 |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                                                                                           |
|  Press <next screen> for range account selection options                                  |
|                                                                                           |
| Maintenance Setup             Press PF4 to Load the Maintenance Screen              2 of 3|
|  XX  Continue               XX  Cancel                 XX  Next Screen                    |
|  XX  First Screen           XX  Reset                                                     |
|  XX  Help                   XX  Save/Recall                                               |
|  XX  Exit                   XX  Prev Screen                                               |
---------------------------------------------------------------------------------------------

  • Up to 14 wildcard selections may be entered during a run.
  • Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of wildcard usage.
HTML Table
border3
width75%
Table Row (tr)
Table Head (th)
Wildcard
Table Head (th)
Meaning
Table Row (tr)
Table Cell (td)

*

Table Cell (td)

Represents multiple digits or alphabetic characters.

Table Row (tr)
Table Cell (td)

%

Table Cell (td)

Represents a single digit or alphabetic character.

Table Row (tr)
Table Cell (td)

#

Table Cell (td)

Represents a single digit.

Table Row (tr)
Table Cell (td)

@

Table Cell (td)

Represents a single alphabetic character.

NYPMNT Budget Screen 3 of 3

Code Block
---------------------------------------------------------------------------------------------
|                                                                                           |
|               NYPMNT - Next Year Proposed Maintenance  -  Budget Accounts                 |
|  - Range budget account selection -   Fnd   Func   Obj   SCC    Subj    Opu   IL   Job    |
|    Include or Exclude  I       From   200                9000                             |
|                                To     200                9999                             |
|                        X       From   200          400   9000                             |
|                                To     200          499   9999                             |
|                        _       From                                                       |
|                                To                                                         |
|                        _       From                                                       |
|                                To                                                         |
|                        _       From                                                       |
|                                To                                                         |
|                        _       From                                                       |
|                                To                                                         |
|                        _       From                                                       |
|                                To                                                         |
|                                                                                           |
|  Maintenance Setup         Press PF4 to Load the Maintenance Screen                3 of 3 |
|   XX  Continue               XX  Cancel                 XX  Next Screen                   |
|   XX  First Screen           XX  Reset                                                    |
|   XX  Help                   XX  Save/Recall                                              |
|   XX  Exit                   XX  Prev Screen                                              |
---------------------------------------------------------------------------------------------

Field Definitions

  • Screen 3 of 3 offers the option to use ranges of accounts selected by account code. Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of using ranges.
  • You have the option to Include or Exclude accounts by entering either an I or an X on the "From" account line. If an account is entered, a blank is the same as an I for inclusion (the default).Screen 3 illustrates the situation where you want to include only the 9xxx accounts for the student activity fund 200, and to exclude from these all of the accounts with objects from 400 to 499.
  • Up to 8 range selections may be entered during a run.
  • The important thing to remember about ranges is that each dimension is evaluated independently of the other dimensions.

NYPMNT Budget Maintenance Screen

After executing the NYPMNT budget screens, you will be placed in the NYPMNT maintenance screen with the selected budget accounts listed by the sort options entered in the previous screens as shown in the following sample screen:

Code Block
 -----------------------------------------------------------------------------------------
| Find:  02 ___ ____ ___ ____ ______ ___ __ ___                        Board Approved    |
|        TI FND FUNC OBJ SPCC SUBJCT OPU IL JOB                           Amount:        |
|        02 001 1100 291 0000 000000 000 00 000                                          |
|  Insurance Benefits - Mental Health Certified                        ______________    |
|                                                                                        |
|        02 001 1100 510 9413 000000 001 00 000                                          |
|  Supplies and Software - Computers                                   ______________    |
|                                                                                        |
|        02 001 1100 511 9413 000000 001 00 000                                          |
|  Elem. Classroom Supplies ($300)                                     ______________    |
|                                                                                        |
|        02 001 1100 511 9413 000000 002 00 000                                          |
|  HS Classroom Supplies ($300)                                        ______________    |
|                                                                                        |
|        02 001 1100 640 9413 000000 002 00 000                                          |
|  HS Instr. Computer Equipment                                        ______________    |
|                                                                                        |
|        02 001 1100 740 9413 000000 002 00 000                                          |
|  HS Instr. Computer Equipment Replacement                            ______________    |
|                                                                                        |
| Press the Modify key to begin entering Board Approved amounts                          |
|                                                                                        |
| NYPMNT    Maintenance program                                                          |
|   XX  Top              XX  Next          XX  Exit Lockmode       XX  Scroll Down       |
|   XX  Help             XX  Find          XX  Disp Totals                               |
|   XX  Exit             XX  Modify        XX  Scroll Up                                 |
|________________________________________________________________________________________|

At this point, if you want to update a specific budget account, you can locate it by using the Find feature. Enter the account in the Find field and press [Find]. The specified account will be loaded onto the screen. You can also scroll through the accounts by using the [Scroll Up Scroll Down] functions.

In order to start entering Board approved amounts for each budget account, you need to press the [Modify] key. You are automatically locked into the modify mode by the Lockmode feature allowing you to modify up to six accounts at a time. Default amounts are provided for each account. The defaults are calculated so that, if accepted, will not result in changes to the amounts on file. When   If you chose Option A (under "How do you want the amounts calculated"), enter the Board approved amount.  If you chose Option B, it will automatically display the current encumbrances.  Modify that amount by entering the Board approved amount.  When you are finished entering the Board approved amounts, press [Modify] to accept the newly entered amounts for the six accounts currently being displayed. The program automatically displays the next six accounts to be modified. Pressing the [Scroll Up Scroll Down] functions will also automatically accept the new amounts before scrolling to the previous or next list of accounts when locked into the modify mode.

If you do not want to accept the newly entered amounts, press [Do not modify]. The program will not save any amounts to those accounts currently being displayed and will automatically scroll to the next six accounts. To exit out of the modify mode, press [Exit Modify] and it will return you to the main NYPMNT maintenance screen. If you wish to turn Lockmode off, press [Exit Lockmode].

Selecting the [Disp Totals] function will display a pop-up report on your screen containing the totals of the amounts that have been entered. The report provides a grand total as well as subtotals with the subtotals based on the first sort option selected on the Setup screen. This report should be used in checking the total amounts that have just been entered through NYPMNT.

Maintain Next Year Proposed Revenue Amounts

After selecting revenue accounts, you are given options similar to the USARPT/REVWRK report. This allows the user to duplicate the exact sort and selection options that you chose in REVWRK.

Code Block
 -----------------------------------------------------------------------------------------
|                                                                                        |
|               NYPMNT - Next Year Proposed Maintenance - Revenue Accounts               |
|                                                                                        |
| - Account Sort and Selection Criteria -                                                |
|                                                                                        |
|  Sort options                          ____________________________________________    |
|                                                                                        |
|  Exclude accounts with zero amounts? (A,C,N)         N                                 |
|                                                                                        |
|  Include accounts which are no longer active? (Y,N)  Y                                 |
|                                                                                        |
|  Bank Codes                            ___ ___ ___ ___ ___ ___ ___ ___ ___ ___         |
|                                        ___ ___ ___ ___ ___ ___ ___ ___ ___ ___         |
|                                                                                        |
|                                                                                        |
| Press <next screen> for wildcard account selection options                             |
|                                                                                        |
|                                                                                        |
| Maintenance Setup          Pres PF4 to Load the Maintenance Screen           1 of   3  |
|   XX  Continue            XX  Cancel              XX  Next Screen                      |
|   XX  First Screen        XX  Reset                                                    |
|   XX  Help                XX  Save/Recall                                              |
|   XX  Exit                XX  Prev Screen                                              |
|________________________________________________________________________________________|

Field Definitions

  • In order to look at the possible Sort options, move the cursor to the sort option line and press the Help key. The following pop-up window appears. You may then enter the desired sort options, separated by commas.
Code Block
------------------------------Sort Items------------------------------
| AC - Entire Revenue Account       FS - Fund/Scc                    |
| FD - Fund                         RC - Receipt                     |
| R2 - Receipt Level; 2 sig digits  SC - Special Cost Center         |
| SU - Subject                      OB - Operational Unit            |
|                                                                    |
|  Enter the fields you wish to sort on. If you wish to sort on more |
|  than one field, enter the fields separated by commas.             |
|                                                                    |
|                                                                    |
|                                                                    |
|        Accept            Cancel                                    |
----------------------------------------------------------------------

  • The option to Exclude accounts with zero amounts is offered. Choices are A, C, or N.

Choosing A, causes accounts where all columns contain zeros to be excluded. This means that an account would be included if either any current year column does not have a zero entry, or any prior fiscal year expended field is not zero. Thus, accounts with non-zero prior year expended fields would be included.

Choosing C, causes accounts where all current year columns contain all zeros to be excluded regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.

Choosing N, causes accounts for which the current year columns contain all zeros to be included regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.

  • You have the option to *Include accounts which are no longer active*. The options are either Y or N. "Y" indicating inactive accounts should be included, "N" to exclude any inactive accounts.
  • Bank codes refer to a unique bank code number assigned in the ACTSCN program that allows you to select information by banking institution. If desired, enter the bank code. If left blank,
    all bank codes will be selected.

NYPMNT Revenue Screen 2 of 3

Code Block
-----------------------------------------------------------------------------------------
|                                                                                       |
|                  NYPMNT - Next Year Proposed Maintenance - Revenue Accounts           |
| -Wildcard budget account selection  -  Fnd   Rcpt   SCC   Subj     Opu                |
|  Include or Exclude I     Wildcard     200          9*                                |
|                    X     Wildcard            1*                                       |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                                                                                       |
|  Press <next screen> for range account selection options                              |
|                                                                                       |
| Maintenance Setup           Press PF4 to Load the Maintenance Screen            2 of 3|
|  XX  Continue               XX  Cancel                 XX  Next Screen                |
|  XX  First Screen           XX  Reset                                                 |
|  XX  Help                   XX  Save/Recall                                           |
|  XX  Exit                   XX  Prev Screen                                           |
-----------------------------------------------------------------------------------------

Field Definitions

  • Screen 2 of 3 offers the option to use wildcard selection by account code.
  • Accounts may be selected by a single account code, a range of accounts, or by a group of accounts all in a single run of the program.
  • You have the option to Include or Exclude accounts by entering either an I or an X on the account line. If an account is entered, a blank is the same as an I for inclusion (the default).

This works in the following way. The program processes the accounts by first looking for all inclusions. Then the program will process the accounts again looking for any exclusions to see if the account should be "deselected" from the included set. For example, screen 2 above illustrates a situation where you include the student activities fund 200 with 9xxx special cost centers, but then exclude from these accounts all of the receipts 1000 - 1999.

Info

There could be a potential problem if other sets of accounts were to be included.

Suppose you also wanted to include all accounts from the fund 006. Under the above set of exclusions, all of the 006 funds with receipt codes 1xxx, would also be excluded. If you wanted the exclusion of 1xxx receipts to apply only to the 200 funds, then the account selection screen would look like the following:

Code Block
-----------------------------------------------------------------------------------------
|                                                                                       |
|                  NYPMNT - Next Year Proposed Maintenance - Revenue Accounts           |
| -Wildcard budget account selection  -  Fnd   Rcpt   SCC   Subj     Opu                |
|  Include or Exclude I     Wildcard     200          9*                                |
|                    X     Wildcard      200   1*     9*                                |
|                    _     Wildcard                                                     |
|                    _     Wildcard      006                                            |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                    _     Wildcard                                                     |
|                                                                                       |
|  Press <next screen> for range account selection options                              |
|                                                                                       |
| Maintenance Setup           Press PF4 to Load the Maintenance Screen            2 of 3|
|  XX  Continue               XX  Cancel                 XX  Next Screen                |
|  XX  First Screen           XX  Reset                                                 |
|  XX  Help                   XX  Save/Recall                                           |
|  XX  Exit                   XX  Prev Screen                                           |
-----------------------------------------------------------------------------------------

  • Up to 14 wildcard selections may be entered during a run.
  • Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of wildcard usage.
HTML Table
border3
width75%
Table Row (tr)
Table Head (th)
Wildcard
Table Head (th)
Meaning
Table Row (tr)
Table Cell (td)

*

Table Cell (td)

Represents multiple digits or alphabetic characters.

Table Row (tr)
Table Cell (td)

%

Table Cell (td)

Represents a single digit or alphabetic character.

Table Row (tr)
Table Cell (td)

#

Table Cell (td)

Represents a single digit.

Table Row (tr)
Table Cell (td)

@

Table Cell (td)

Represents a single alphabetic character.

NYPMNT Revenue Screen 3 of 3

Code Block
-----------------------------------------------------------------------------------------
|                                                                                       |
|             NYPMNT - Next Year Proposed Maintenance  -  Revenue Accounts              |
| - Range budget account selection -   Fnd   Rcpt   SCC   Subj    Opu                   |
|   Include or Exclude   I      From   200          9000                                |
|                               To     200          9999                                |
|                        X      From   200   1000   9000                                |
|                               To     200   1999   9999                                |
|                        _      From                                                    |
|                               To                                                      |
|                        _      From                                                    |
|                               To                                                      |
|                        _      From                                                    |
|                               To                                                      |
|                        _      From                                                    |
|                               To                                                      |
|                        _      From                                                    |
|                               To                                                      |
|                        _      From                                                    |
|                               To                                                      |
|                                                                                       |
|  Maintenance Setup            Press PF4 to Load the Maintenance Screen         3 of 3 |
|   XX  Continue               XX  Cancel                 XX  Next Screen               |
|   XX  First Screen           XX  Reset                                                |
|   XX  Help                   XX  Save/Recall                                          |
|   XX  Exit                   XX  Prev Screen                                          |
-----------------------------------------------------------------------------------------

Field Definitions

  • Screen 3 of 3 offers the option to use ranges of accounts selected by account code. Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of using ranges.
  • You have the option to Include or Exclude accounts by entering either an I or an X on the "From" account line. If an account is entered, a blank is the same as an I for inclusion (the default). Screen 3 illustrates the situation where you want to include only the 9xxx accounts for the student activity fund 200, and to exclude from these all of the accounts with receipts from 1000 to 1999.
  • Up to 8 range selections may be entered during a run.
  • The important thing to remember about ranges is that each dimension is evaluated independently of the other dimensions.

NYPMNT Revenue Maintenance Screen

After executing the NYPMNT revenue screens, you will be placed in the NYPMNT maintenance screen with the selected revenue accounts listed by the sort options entered in the previous screens as shown in the following sample screen:

Code Block
 -----------------------------------------------------------------------------------------
| Find:  03 ___ ____ ____ ______ ___                                   Board Approved    |
|        TI FND RCPT SPCC SUBJCT OPU                                      Amount:        |
|        03 001 1111 0001 000000 000                                                     |
|  General Property Tax - Sample County                                ______________    |
|                                                                                        |
|        03 001 1111 0002 000000 000                                                     |
|  General Property Tax - Noname County                                ______________    |
|                                                                                        |
|        03 001 1111 9412 000000 000                                                     |
|  General Prop. Tax - Budget Reserve Fund                             ______________    |
|                                                                                        |
|        03 001 1111 9413 000000 000                                                     |
|  General Prop. Tax-Sample - Instr. Mat. Set-Aside                    ______________    |
|                                                                                        |
|        03 001 1111 9414 000000 000                                                     |
|  Gen. Prop. Tax - Noname - Capital/Maint. Set-Aside                  ______________    |
|                                                                                        |
|        03 001 1120 0001 000000 000                                                     |
|  Personal Property Tax - Sample County                               ______________    |
|                                                                                        |
| Press the Modify key to begin entering Board Approved amounts                          |
|                                                                                        |
| NYPMNT    Maintenance program                                                          |
|   XX  Top              XX  Next          XX  Exit Lockmode       XX  Scroll Down       |
|   XX  Help             XX  Find          XX  Disp Totals                               |
|   XX  Exit             XX  Modify        XX  Scroll Up                                 |
|________________________________________________________________________________________|

At this point, if you want to update a specific revenue account, you can locate it by using the Find feature. Enter the account in the Find field and press [Find]. The specified account will be loaded onto the screen. You can also scroll through the accounts by using the [Scroll Up Scroll Down] functions.

In order to start entering Board approved amounts for each revenue account, you need to press the [Modify] key. You are automatically locked into the modify mode by the Lockmode feature allowing you to modify up to six accounts at a time. Default amounts are provided for each account. The defaults are calculated so that, if accepted, will not result in changes to the amounts on file.   Enter in your Board approved amounts.  When you are finished entering the Board approved amounts, press [Modify] to accept the newly entered amounts for the six accounts currently being displayed. The program automatically displays
the next six accounts to be modified. Pressing the [Scroll Up Scroll Down] functions will also automatically accept the new amounts before scrolling to the previous or next list of accounts when
locked into the modify mode.

If you do not want to accept the newly entered amounts, press [Do not modify]. The program will not save any amounts to those accounts currently being displayed and will automatically scroll to the next six accounts. To exit out of the modify mode, press [Exit Modify] and it will return you to the main NYPMNT maintenance screen. If you wish to turn Lockmode off, press [Exit Lockmode].

Selecting the [Disp Totals] function will display a pop-up report on your screen containing the totals of the amounts that have been entered. The report provides a grand total as well as subtotals with the subtotals based on the first sort option selected on the Setup screen. This report should be used in checking the total amounts that have just been entered through NYPMNT.

nypload

The NYPLOAD program allows you to load the Next Year Proposed amounts from a CSV or TAB-delimited input file. You need to specify the input file and whether you want to do a test run or update the accounts. A report will be generated indicating any warnings and errors and the success or failure of the account updates.

Code Block
------------------------------------------------------------------------------------------
|                                                                                        |
|               NYPLOAD - Load Next Year Proposed Amounts from CSV/TAB file              |
|                                                                                        |
|  Processing Options:                                                                   |
|    Name of import file:                        NYPLOAD.CSV                             |
|    Format of import file:                      CSV                                     |
|    Update account file or report only (U/R)?   R                                       |
|                                                                                        |
|  Report File Specifications:                                                           |
|    Error report file                           NYPLOAD.TXT                             |
|    Print options page? (Y/N)                   Y                                       |
|                                                                                        |
|                                                                                        |
|                                                                                        |
|                                                                                        |
| Load Next Year Proposed Amounts                                                 1 of 1 |
|   XX  Execute             XX  Reset                                                    |
|   XX  Help                XX  Save/Recall                                              |
|   XX  Exit                                                                             |
|   XX  Cancel                                                                           |
|________________________________________________________________________________________|

Field Definitions

  • Enter the name of the import file to be imported in the Name of import file field. The file name including extension must be provided (filename.ext).
  • Enter the format of the file to be imported in the Format of import filefield. The format choices are as follows:
    • CSV - comma-separated values
    • TAB - tab-delimited format
  • The Update account file or report only option allows you to enter the code "U" to actually update the account file or "R" to generate the report but not update the account file.
  • The default error report file name is NYPLOAD.TXT. The text file name can be changed at the Error report file prompt.
  • The Print options page prompt, if set to 'Y' (yes), will cause a listing to print at the beginning of the NYPLOAD.TXT file showing which options were selected during the program run.

NYPLOAD Import File Specifications

The CSV or TAB-delimited file being read by the NYPLOAD program can include the fields in any order. The first row of the spreadsheet or file must contain the Required Column Descriptions listed below. The remaining rows will contain the data values to be loaded. Extra columns on the import file without the required criteria will be ignored and will not be updated.

NYPLOAD .CSV or TAB delimited field requirements

The following table outlines the field requirements for the NYPLOAD import file. Each table includes a description, the maximum size, the required column description, possible values, and the field format. In the column labeled "Max Size" the fields defined are represented as either alphabetic or numeric. All alphabetic fields are defined as 'X'. All numeric fields are defined as '9'. Numeric fields with an 'S' preceding the '9' indicate this field can hold a positive value or a negative value. Numeric fields containing a value which allows decimal places, contain a '.' in the "Max Size" column. All numeric values with a decimal point, must include the decimal point in the CSV or TAB file. For example, a value for 2 dollars and 10 cents, must be in the spreadsheet as 2.10. All account codes must be valid account codes. All account code dimensions will be padded with zeroes, if necessary. (i.e. If the FUND is "1", it will be changed to "001").

HTML Table
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Table Row (tr)
Table Head (th)
Description
Table Head (th)
Max. Size
Table Head (th)
Req. Column Desc.
Table Head (th)
Possible Values
Table Head (th)
Format
Table Row (tr)
Table Cell (td)

Transaction Indicator

Table Cell (td)

X(2)

Table Cell (td)

TI

Table Cell (td)

Must equal "02" for budgets and "03" for revenues

Table Cell (td)

 

Table Row (tr)
Table Cell (td)

Fund Number

Table Cell (td)

X(3)

Table Cell (td)

FUND

Table Cell (td)

 

Table Cell (td)

 

Table Row (tr)
Table Cell (td)

Function Code

Table Cell (td)

X(4)

Table Cell (td)

FUNCTION

Table Cell (td)

 

Table Cell (td)

 

Table Row (tr)
Table Cell (td)

Object Code

Table Cell (td)

X(3)

Table Cell (td)

OBJECT

Table Cell (td)

 

Table Cell (td)

 

Table Row (tr)
Table Cell (td)

Special Cost Center

Table Cell (td)

X(4)

Table Cell (td)

SCC

Table Cell (td)

 

Table Cell (td)

 

Table Row (tr)
Table Cell (td)

Subject Code

Table Cell (td)

X(6)

Table Cell (td)

SUBJECT

Table Cell (td)

 

Table Cell (td)

 

Table Row (tr)
Table Cell (td)

Operational Unit

Table Cell (td)

X(3)

Table Cell (td)

OPU

Table Cell (td)

 

Table Cell (td)

 

Table Row (tr)
Table Cell (td)

Instructional Level

Table Cell (td)

X(2)

Table Cell (td)

IL

Table Cell (td)

 

Table Cell (td)

 

Table Row (tr)
Table Cell (td)

Job Code

Table Cell (td)

X(3)

Table Cell (td)

JOB

Table Cell (td)

 

Table Cell (td)

 

Table Row (tr)
Table Cell (td)

Receipt Number

Table Cell (td)

X(4)

Table Cell (td)

RECEIPT

Table Cell (td)

 

Table Cell (td)

 

Table Row (tr)
Table Cell (td)

Account Description

Table Cell (td)

X(30)

Table Cell (td)

DESCRIPTION

Table Cell (td)

Only updated when adding new accounts

Table Cell (td)

 

Table Row (tr)
Table Cell (td)

Next Year Proposed

Table Cell (td)

S9(9)V9(2)

Table Cell (td)

PROPOSED

Table Cell (td)

 

Table Cell (td)

 

EXPWRK Programs

The CSV spreadsheet files generated from the BUDWRK or REVWRK programs are compatible with the NYPLOAD program. The first row of the spreadsheet automatically includes the required column descriptions. Once the next year proposed amounts are entered in the spreadsheet, the CSV file can then be loaded into the NYPLOAD program.

New Accounts

If new accounts are included on the spreadsheet that currently do not exist on the system, a message will be included on the projection report that the new accounts will be created when posting the spreadsheet through NYPLOAD.

iabmass

The IABMASS program allows you to enter temporary or permanent amounts into the intial budget fields by mass changing the amounts based on a percentage of last fiscal year's actual expendables or expenditures. Likewise, temporary or permanent amounts can be entered into the initial revenue fields based on a percentage of last fiscal year's actual receipts. Only those accounts with an active status will be updated by the program. When running IABMASS, the GAAP Original Budget/GAAP Original Estimate fields will be automatically updated with the same amounts as the Initial Budget/Initial Estimate fields.

Mass Change Initial Budget Amounts

After selecting budget accounts, you may enter up to ten range or wildcard selections. For each selection, you may determine which amounts to use to mass change that range or wildcard group of accounts, and the percentage to use. The calculation or the percentage may be different for each group of selections for added flexibility.

Code Block
 -------------------------------------------------------------------------------------------
|                                                                                          |
|                     IABMASS - Mass Change Initial Account Balances                       |
|                                                                                          |
|Calculate      Percent  Round?   Wild/         Fnd  Func  Obj  SCC   Subj    Opu  Il  Job |
|based on:                        Range                                                    |
|   _           _______    _        _    From:  ___  ____  ___  ____  ______  ___  __  ___ |
|                                        To:    ___  ____  ___  ____  ______  ___  __  ___ |
|                                                                                          |
|   _           _______    _        _    From:  ___  ____  ___  ____  ______  ___  __  ___ |
|                                        To:    ___  ____  ___  ____  ______  ___  __  ___ |
|                                                                                          |
|   _           _______    _        _    From:  ___  ____  ___  ____  ______  ___  __  ___ |
|                                        To:    ___  ____  ___  ____  ______  ___  __  ___ |
|                                                                                          |
|   _           _______    _        _    From:  ___  ____  ___  ____  ______  ___  __  ___ |
|                                        To:    ___  ____  ___  ____  ______  ___  __  ___ |
|                                                                                          |
|   _           _______    _        _    From:  ___  ____  ___  ____  ______  ___  __  ___ |
|                                        To:    ___  ____  ___  ____  ______  ___  __  ___ |
|                                                                                          |
|                                                                                          |
|  Mass Change Initial Budget Amounts                                          1 of  2     |
|   XX  Execute             XX  Cancel              XX  Next Screen                        |
|   XX  First Screen        XX  Reset                                                      |
|   XX  Help                XX  Save/Recall                                                |
|   XX  Exit                XX  Prev Screen                                                |
|__________________________________________________________________________________________|

Field Definitions

  • In order to look at the Calculate based on options, mover your cursor to the calculate based on field and press the [Help] key. The mass change will be based on the following two options:
Code Block
      A = Percentage of Fiscal YTD Expendables
      B = Percentage of Fiscal YTD Expenditures
  • In the Percent field, enter the percentage. For example, if last fiscal year's actual expenditures equaled $10,000, entering 115% would result in an initial budget of $11,500.00
  • If you want the calculated amounts to be rounded to the nearest whole dollar, enter "Y" in the Round? field. Entering an "N" will calculate the amount using dollars and cents. Please keep
    in mind this option should be left blank when using calculation types which are not based on a percentage.
  • If an "R" is entered in the Wild/Range field, you will need to enter an account code in the FROM line from which to begin selection of accounts. Next, enter an account code in the TO line to
    specify the account on which to end the selected range of accounts. Any accounts that fall between the FROM and TO range will be selected for updating purposes.
  • If a "W" is entered in the Wild/Range field, only the FROM account line is used. Any accounts matching the wildcard will be selected for updating purposes. Please refer to the chapter in the
    USAS User Guide titled "Using the USAS Report Programs" for a complete explanation of wildcard usage.
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Table Row (tr)
Table Head (th)
Wildcard
Table Head (th)
Meaning
Table Row (tr)
Table Cell (td)

*

Table Cell (td)

Represents multiple digits or alphabetic characters.

Table Row (tr)
Table Cell (td)

%

Table Cell (td)

Represents a single digit or alphabetic character.

Table Row (tr)
Table Cell (td)

#

Table Cell (td)

Represents a single digit.

Table Row (tr)
Table Cell (td)

@

Table Cell (td)

Represents a single alphabetic character.

Mass Change Initial Revenue Amounts

After selecting revenue accounts, you may enter up to ten range or wildcard selections. For each selection, you may determine which amounts to use to mass change that range or wildcard group of accounts, and the percentage to use. The calculation or the percentage may be different for each group of selections for added flexibility.

Code Block
 -----------------------------------------------------------------------------------------
|                                                                                        |
|                     IABMASS - Mass Change Initial Account Balances                     |
|                                                                                        |
|Calculate      Percent  Round?    Wild/         Fnd  Rcpt  SCC   Subj    Opu            |
|based on:                         Range                                                 |
|   _           _______    _         _    From:  ___  ____  ____  ______  ___            |
|                                         To:    ___  ____  ____  ______  ___            |
|                                                                                        |
|   _           _______    _         _    From:  ___  ____  ____  ______  ___            |
|                                         To:    ___  ____  ____  ______  ___            |
|                                                                                        |
|   _           _______    _         _    From:  ___  ____  ____  ______  ___            |
|                                         To:    ___  ____  ____  ______  ___            |
|                                                                                        |
|   _           _______    _         _    From:  ___  ____  ____  ______  ___            |
|                                         To:    ___  ____  ____  ______  ___            |
|                                                                                        |
|   _           _______    _         _    From:  ___  ____  ____  ______  ___            |
|                                         To:    ___  ____  ____  ______  ___            |
|                                                                                        |
|                                                                                        |
|  Mass Change Initial Revenue Estimates                                       1 of  2   |
|   XX  Execute             XX  Cancel              XX  Next Screen                      |
|   XX  First Screen        XX  Reset                                                    |
|   XX  Help                XX  Save/Recall                                              |
|   XX  Exit                XX  Prev Screen                                              |
|________________________________________________________________________________________|

Field Definitions

  • Entering an "A" in the Calculate based on field will calculate it based the percentage of last fiscal year's actual receipts.
  • In the Percent field, enter the percentage. For example, if last fiscal year's actual receipts equaled $10,000, entering 115% would result in an initial revenue of $11,500.00
  • If you want the calculated amounts to be rounded to the nearest whole dollar, enter "Y" in the Round? field. Entering an "N" will calculate the amount using dollars and cents. Please keep in mind this option should be left blank when using calculation types which are not based on a percentage.
  • If an "R" is entered in the Wild/Range field, you will need to enter an account code in the FROM line from which to begin selection of accounts. Next, enter an account code in the TO line to specify the account on which to end the selected range of accounts. Any accounts that fall between the FROM and TO range will be selected for updating purposes.
  • If a "W" is entered in the Wild/Range field, only the FROM account line is used. Any accounts matching the wildcard will be selected for updating purposes. Please refer to the chapter in the USAS User Guide titled "Using the USAS Report Programs" for a complete explanation of wildcard usage.
HTML Table
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Table Row (tr)
Table Head (th)
Wildcard
Table Head (th)
Meaning
Table Row (tr)
Table Cell (td)

*

Table Cell (td)

Represents multiple digits or alphabetic characters.

Table Row (tr)
Table Cell (td)

%

Table Cell (td)

Represents a single digit or alphabetic character.

Table Row (tr)
Table Cell (td)

#

Table Cell (td)

Represents a single digit.

Table Row (tr)
Table Cell (td)

@

Table Cell (td)

Represents a single alphabetic character.

iabmnt

The IABMNT program allows you to enter or maintain amounts in the initial budget or initial revenue fields. These amounts may be temporary or permanent balances. When running IABMNT, the GAAP Original Budget/GAAP Original Estimate fields will be automatically updated with the same amounts entered in the Initial Budget/Initial Estimate fields.

Maintain Initial Budget Amounts

After selecting budget accounts, you are given options similar to the USARPT/BUDWRK report. This allows the user to duplicate the exact sort and selection options that you chose in BUDWRK.

Code Block
------------------------------------------------------------------------------------------
|                                                                                        |
|               IABMNT - Initial Account Balance Maintenance - Budget Accounts           |
|                                                                                        |
|  How do you want the amounts calculated? (A, B)                                        |
|    A = Subtract the Last FY Encumbrances from the figure entered                       |
|    B = The figure entered will be the Initial Budget amount                            |
|                                                                                        |
| - Account Sort and Selection Criteria -                                                |
|                                                                                        |
|  Sort options                          ____________________________________________    |
|                                                                                        |
|  Exclude accounts with zero amounts? (A,C,N)         N                                 |
|  Include accounts which are no longer active? (Y,N)  Y                                 |
|                                                                                        |
|  Bank Codes                            ___ ___ ___ ___ ___ ___ ___ ___ ___ ___         |
|                                        ___ ___ ___ ___ ___ ___ ___ ___ ___ ___         |
|                                                                                        |
|                                                                                        |
| Press <next screen> for wildcard account selection options                             |
|                                                                                        |
|                                                                                        |
| Maintenance Setup          Pres PF4 to Load the Maintenance Screen           1 of   3  |
|   XX  Continue            XX  Cancel              XX  Next Screen                      |
|   XX  First Screen        XX  Reset                                                    |
|   XX  Help                XX  Save/Recall                                              |
|   XX  Exit                XX  Prev Screen                                              |
|________________________________________________________________________________________|

Field Definitions

  • If an "A" is entered in the How do you want the amounts calculated field, you will need to enter the Board Approved Budget amount and the amount placed in the Initial Budget field will be the amount you entered minus the Last Fiscal Year's Carryover Encumbrances. If a "B" is entered, you will need to enter the Board Approved Budget amount and this figure will be placed in the Initial Budget field.
  • In order to look at the possible Sort options, move the cursor to the sort option line and press the [Help] key. The following pop-up window appears. You may then enter the desired sort options, separated by commas.
Code Block
------------------------------Sort Items------------------------------
| AC - Entire Budget Account        AP - Appropriation Account       |
| FS - Fund/SCC                     FD - Fund                        |
| FC - Function                     F1 - Function Level: 1 sig digit |
| FL - Function Level: 2 sig digits OB - Object                      |
| OL - Object Level: 1 sig digit    SC - Special Cost Center         |
| SU - Subject                      OU - Operational Unit            |
| IL - Instructional Level          J  - Job Assignment              |
|                                                                    |
|  Enter the fields you wish to sort on. If you wish to sort on more |
|  than one field, enter the fields separated by commas.             |
|                                                                    |
|                                                                    |
|                                                                    |
|        Accept            Cancel                                    |
----------------------------------------------------------------------

  • The option to Exclude accounts with zero amounts is offered. Choices are A, C, or N.

Choosing A, causes accounts where all columns contain zeros to be excluded. This means that an account would be included if either any current year column does not have a zero entry, or any prior fiscal year expended field is not zero. Thus, accounts with non-zero prior year expended fields would be included.

Choosing C, causes accounts where all current year columns contain all zeros to be excluded regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.

Choosing N, causes accounts for which the current year columns contain all zeros to be included regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.

  • You have the option to *Include accounts which are no longer active*. The options are either Y or N. "Y" indicating inactive accounts should be included, "N" to exclude any inactive accounts.*
  • Bank codes refer to a unique bank code number assigned in the ACTSCN program that allows you to select information by banking institution. If desired, enter the bank code. If left blank,
    all bank codes will be selected.

IABMNT Budget Screen 2 of 3

Code Block
---------------------------------------------------------------------------------------------
|                                                                                           |
|              IABMNT - Initial Account Balance Maintenance - Budget Accounts               |
| -Wildcard budget account selection  - Fnd   Func    Obj   SCC   Subj    Opu   IL   Job    |
| Include or Exclude I     Wildcard     200                 9*                              |
|                    X     Wildcard                   1*                                    |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                                                                                           |
|  Press <next screen> for range account selection options                                  |
|                                                                                           |
| Maintenance Setup             Press PF4 to Load the Maintenance Screen              2 of 3|
|  XX  Continue               XX  Cancel                 XX  Next Screen                    |
|  XX  First Screen           XX  Reset                                                     |
|  XX  Help                   XX  Save/Recall                                               |
|  XX  Exit                   XX  Prev Screen                                               |
---------------------------------------------------------------------------------------------

Field Definitions

  • Screen 2 of 3 offers the option to use wildcard selection by account code.
  • Accounts may be selected by a single account code, a range of accounts, or by a group of accounts all in a single run of the program.
  • You have the option to Include or Exclude accounts by entering either an I or an X on the account line. If an account is entered, a blank is the same as an I for inclusion (the default).

This works in the following way. The program processes the accounts by first looking for all inclusions. Then the program will process the accounts again looking for any exclusions to see if the account should be "deselected" from the included set. For example, screen 2 above illustrates a situation where you include the student activities fund
200 with 9xxx special cost centers, but then exclude from these accounts all of the receipts 1000 - 1999.

Info

There could be a potential problem if other sets of accounts were to be included.

Suppose you also wanted to include all accounts from the fund 006. Under the above set of exclusions, all of the 006 funds with receipt codes 1xxx, would also be excluded. If you wanted the exclusion of 1xxx receipts to apply only to the 200 funds, then the account selection screen would look like the following:

Code Block
---------------------------------------------------------------------------------------------
|                                                                                           |
|              IABMNT - Initial Account Balance Maintenance - Budget Accounts               |
| -Wildcard budget account selection  - Fnd   Func    Obj   SCC   Subj    Opu   IL   Job    |
| Include or Exclude I     Wildcard     200                 9*                              |
|                    X     Wildcard     200           1*    9*                              |
|                    _     Wildcard     006                                                 |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                    _     Wildcard                                                         |
|                                                                                           |
|  Press <next screen> for range account selection options                                  |
|                                                                                           |
| Maintenance Setup             Press PF4 to Load the Maintenance Screen              2 of 3|
|  XX  Continue               XX  Cancel                 XX  Next Screen                    |
|  XX  First Screen           XX  Reset                                                     |
|  XX  Help                   XX  Save/Recall                                               |
|  XX  Exit                   XX  Prev Screen                                               |
---------------------------------------------------------------------------------------------

  • Up to 14 wildcard selections may be entered during a run.
  • Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of wildcard usage.
HTML Table
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Table Row (tr)
Table Head (th)
Wildcard
Table Head (th)
Meaning
Table Row (tr)
Table Cell (td)

*

Table Cell (td)

Represents multiple digits or alphabetic characters.

Table Row (tr)
Table Cell (td)

%

Table Cell (td)

Represents a single digit or alphabetic character.

Table Row (tr)
Table Cell (td)

#

Table Cell (td)

Represents a single digit.

Table Row (tr)
Table Cell (td)

@

Table Cell (td)

Represents a single alphabetic character.

IABMNT Budget Screen 3 of 3

Code Block
---------------------------------------------------------------------------------------------
|                                                                                           |
|               IABMNT - Initial Account Balance Maintenance  -  Budget Accounts            |
|  - Range budget account selection -   Fnd   Func   Obj   SCC    Subj    Opu   IL   Job    |
|    Include or Exclude  I       From   200                9000                             |
|                                To     200                9999                             |
|                        X       From   200          400   9000                             |
|                                To     200          499   9999                             |
|                        _       From                                                       |
|                                To                                                         |
|                        _       From                                                       |
|                                To                                                         |
|                        _       From                                                       |
|                                To                                                         |
|                        _       From                                                       |
|                                To                                                         |
|                        _       From                                                       |
|                                To                                                         |
|                                                                                           |
|  Maintenance Setup         Press PF4 to Load the Maintenance Screen                3 of 3 |
|   XX  Continue               XX  Cancel                 XX  Next Screen                   |
|   XX  First Screen           XX  Reset                                                    |
|   XX  Help                   XX  Save/Recall                                              |
|   XX  Exit                   XX  Prev Screen                                              |
---------------------------------------------------------------------------------------------

Field Definitions

  • Screen 3 of 3 offers the option to use ranges of accounts selected by account code. Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of using ranges.
  • You have the option to Include or Exclude accounts by entering either an I or an X on the "From" account line. If an account is entered, a blank is the same as an I for inclusion (the default). Screen 3 illustrates the situation where you want to include only the 9xxx accounts for the student activity fund 200, and to exclude from these all of the accounts with receipts from 4000 to 4999.
  • Up to 8 range selections may be entered during a run.
  • The important thing to remember about ranges is that each dimension is evaluated independently of the other dimensions.

IABMNT Budget Maintenance Screen

After executing the IABMNT screens, you will be placed in the IABMNT maintenance program with the selected budget accounts listed by the sort options entered in the previous screens as displayed in the following sample screen:

Code Block
 -----------------------------------------------------------------------------------------
| Find:  02 ___ ____ ___ ____ ______ ___ __ ___                        Initial Budget    |
|        TI FND FUNC OBJ SPCC SUBJCT OPU IL JOB                           Amount:        |
|        02 006 3110 141 0000 000000 000 00 000                                          |
|  Salary - Lunchroom `Manager                                         ______________    |
|                                                                                        |
|        02 006 3110 144 0000 000000 000 00 000                                          |
|  Overtime - Lunchroom Manager                                        ______________    |
|                                                                                        |
|        02 006 3110 151 0000 000000 000 00 000                                          |
|  Sick Leave Benefits - LR Manager                                    ______________    |
|                                                                                        |
|        02 006 3110 152 0000 000000 000 00 000                                          |
|  Personal Leave Benefits - LR Manager                                ______________    |
|                                                                                        |
|        02 006 3110 154 0000 000000 000 00 000                                          |
|  Holiday Pay - Head Cook                                             ______________    |
|                                                                                        |
|        02 006 3110 161 0000 000000 000 00 000                                          |
|  Calamity Day Benefits - LR Manager                                  ______________    |
|                                                                                        |
| Press the Modify key to begin entering Board Approved amounts                          |
|                                                                                        |
| IABMNT    Maintenance program                                                          |
|   XX  Top              XX  Next          XX  Exit Lockmode       XX  Scroll Down       |
|   XX  Help             XX  Find          XX  Disp Totals                               |
|   XX  Exit             XX  Modify        XX  Scroll Up                                 |
|________________________________________________________________________________________|

At this point, if you want to update a specific budget account, you can locate it by using the Find feature. Enter the account in the Find field and press [Find]. The specified account will be loaded onto the screen. You can also scroll through the accounts by using the [Scroll Up Scroll Down] functions.

In order to start entering Board approved amounts for each budget account, you need to press the [Modify] key. You are automatically locked into the modify mode by the Lockmode feature allowing you to modify up to six accounts at a time. Default amounts are provided for each account. The defaults are calculated so that, if accepted, will not result in changes to the amounts on file. When you are finished entering the Board approved amounts, press [Modify] to accept the newly entered amounts for the six accounts currently being displayed. The program automatically displays the next six accounts to be modified. Pressing the [Scroll Up Scroll Down] functions will also automatically accept the new amounts before scrolling to the previous or next list of accounts when locked into the modify mode.

If you do not want to accept the newly entered amounts, press [Do not modify]. The program will not save any amounts to those accounts currently being displayed and will automatically scroll to the next six accounts. To exit out of the modify mode, press [Exit Modify] and it will return you to the main IABMNT maintenance screen. If you wish to turn Lockmode off, press [Exit Lockmode].

Selecting the [Disp Totals] function will display a pop-up report on your screen containing the totals of the amounts that have been entered. The report provides a grand total as well as subtotals with the subtotals based on the first sort option selected on the Setup screen. This report should be used in checking the total amounts that have just been entered through IABMNT.

Maintain Initial Revenue Amounts

After selecting revenue accounts, you are given options similar to the USARPT/REVWRK report. This allows the user to duplicate the exact sort and selection options that you chose in REVWRK.

Code Block
 -----------------------------------------------------------------------------------------
|                                                                                        |
|          IABMNT - Initial Account Balance Maintenance - Revenue Accounts               |
|                                                                                        |
| - Account Sort and Selection Criteria -                                                |
|                                                                                        |
|  Sort options                          ____________________________________________    |
|                                                                                        |
|  Exclude accounts with zero amounts? (A,C,N)         N                                 |
|                                                                                        |
|� Include accounts which are no longer active? (Y,N)  Y                                 |
|                                                                                        |
|  Bank Codes                            ___ ___ ___ ___ ___ ___ ___ ___ ___ ___         |
|                                        ___ ___ ___ ___ ___ ___ ___ ___ ___ ___         |
|                                                                                        |
|                                                                                        |
| Press <next screen> for wildcard account selection options                             |
|                                                                                        |
|                                                                                        |
| Maintenance Setup          Pres PF4 to Load the Maintenance Screen           1 of   3  |
|   XX  Continue            XX  Cancel              XX  Next Screen                      |
|   XX  First Screen        XX  Reset                                                    |
|   XX  Help                XX  Save/Recall                                              |
|   XX  Exit                XX  Prev Screen                                              |
|________________________________________________________________________________________|

Field Definitions

  • In order to look at the possible Sort options, move the cursor to the sort option line and press the Help key. The following pop-up window appears. You may then enter the desired sort options, separated by commas.
Code Block
------------------------------Sort Items---------------------------
| AC - Entire Revenue Account       FS - Fund/Scc                 |
| FD - Fund                         RC - Receipt                  |
| R2 - Receipt Level; 2 sig digits  SC - Special Cost Center      |
| SU - Subject                      OU - Operational Unit         |
|                                                                 |
|  Enter the fields you wish to sort on. If you wish to sort on   |
|  more than one field, enter the fields separated by commas.     |
|                                                                 |
|                                                                 |
|                                                                 |
|        Accept            Cancel                                 |
-------------------------------------------------------------------

  • The option to Exclude accounts with zero amounts is offered. Choices are A, C, or N.

Choosing A, causes accounts where all columns contain zeros to be excluded. This means that an account would be included if either any current year column does not have a zero entry, or any prior fiscal year expended field is not zero. Thus, accounts with non-zero prior year expended fields would be included.

Choosing C, causes accounts where all current year columns contain all zeros to be excluded regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.

Choosing N, causes accounts for which the current year columns contain all zeros to be included regardless of whether or
not the account has zero or non-zero entries in any of the prior year expended fields.

  • You have the option to *Include accounts which are no longer active*. The options are either Y or N. "Y" indicating inactive accounts should be included, "N" to exclude any inactive accounts.
  • Bank codes refer to a unique bank code number assigned in the ACTSCN program that allows you to select information by banking institution. If desired, enter the bank code. If left blank,
    all bank codes will be selected.

IABMNT Revenue Screen 2 of 3

Code Block
------------------------------------------------------------------------------------------
|                                                                                        |
|             IABMNT - Initial Account Balance Maintenance - Revenue Accounts            |
|  -Wildcard budget account selection  - Fnd  Rcpt  SCC   Subj   Opu                     |
|   Include or Exclude I     Wildcard    200        9*                                   |
|                      X     Wildcard         1*                                         |
|                      _     Wildcard                                                    |
|                      _     Wildcard                                                    |
|                      _     Wildcard                                                    |
|                      _     Wildcard                                                    |
|                      _     Wildcard                                                    |
|                      _     Wildcard                                                    |
|                      _     Wildcard                                                    |
|                      _     Wildcard                                                    |
|                      _     Wildcard                                                    |
|                      _     Wildcard                                                    |
|                      _     Wildcard                                                    |
|                                                                                        |
|  Press <next screen> for range account selection options                               |
|                                                                                        |
| Maintenance Setup            Press PF4 to Load the Maintenance Screen            2 of 3|
|  XX  Continue               XX  Cancel                 XX  Next Screen                 |
|  XX  First Screen           XX  Reset                                                  |
|  XX  Help                   XX  Save/Recall                                            |
|  XX  Exit                   XX  Prev Screen                                            |
------------------------------------------------------------------------------------------

Field Definitions

  • Screen 2 of 3 offers the option to use wildcard selection by account code.
  • Accounts may be selected by a single account code, a range of accounts, or by a group of accounts all in a single run of the program.
  • You have the option to Include or Exclude accounts by entering either an I or an X on the account line. If an account is entered, a blank is the same as an I for inclusion (the default).

This works in the following way. The program processes the accounts by first looking for all inclusions. Then the program will process the accounts again looking for any exclusions to see if the account should be "deselected" from the included set. For example, screen 2 above illustrates a situation where you include the student activities fund 200 with 9xxx special cost centers, but then exclude from these accounts all of the receipts 1000 - 1999.

Info

There could be a potential problem if other sets of accounts were to be included.

Suppose you also wanted to include all accounts from the fund 006. Under the above set of exclusions, all of the 006 funds with receipt codes 1xxx, would also be excluded. If you wanted the exclusion of 1xxx receipts to apply only to the 200 funds, then the account selection screen would look like the following:

Code Block
------------------------------------------------------------------------------------------
|                                                                                        |
|             IABMNT - Initial Account Balance Maintenance - Revenue Accounts            |
|   -Wildcard budget account selection  - Fnd   Rcpt   SCC   Subj    Opu                 |
|    Include or Exclude I     Wildcard    200          9*                                |
|                       X     Wildcard    200   1*     9*                                |
|                       I     Wildcard    006                                            |
|                       _     Wildcard                                                   |
|                       _     Wildcard                                                   |
|                       _     Wildcard                                                   |
|                       _     Wildcard                                                   |
|                       _     Wildcard                                                   |
|                       _     Wildcard                                                   |
|                       _     Wildcard                                                   |
|                       _     Wildcard                                                   |
|                       _     Wildcard                                                   |
|                       _     Wildcard                                                   |
|                       _     Wildcard                                                   |
|                                                                                        |
|  Press <next screen> for range account selection options                               |
|                                                                                        |
| Maintenance Setup             Press PF4 to Load the Maintenance Screen         2 of 3  |
|  XX  Continue               XX  Cancel                 XX  Next Screen                 |
|  XX  First Screen           XX  Reset                                                  |
|  XX  Help                   XX  Save/Recall                                            |
|  XX  Exit                   XX  Prev Screen                                            |
------------------------------------------------------------------------------------------

  • Up to 14 wildcard selections may be entered during a run.
  • Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of wildcard usage.
HTML Table
border3
width75%
Table Row (tr)
Table Head (th)
Wildcard
Table Head (th)
Meaning
Table Row (tr)
Table Cell (td)

*

Table Cell (td)

Represents multiple digits or alphabetic characters.

Table Row (tr)
Table Cell (td)

%

Table Cell (td)

Represents a single digit or alphabetic character.

Table Row (tr)
Table Cell (td)

#

Table Cell (td)

Represents a single digit.

Table Row (tr)
Table Cell (td)

@

Table Cell (td)

Represents a single alphabetic character.

IABMNT Revenue Screen 3 of 3

Code Block
------------------------------------------------------------------------------------------
|                                                                                        |
|           IABMNT  -  Initial Account Balance Maintenance - Revenue Accounts            |
|   - Range budget account selection - Fnd  Rcpt  SCC  Subj    Opu                       |
|     Include or Exclude  I     From   200        9000                                   |
|                               To     200        9999                                   |
|                         X     From   200  4000  9000                                   |
|                               To     200  4999  9999                                   |
|                         _     From                                                     |
|                               To                                                       |
|                         _     From                                                     |
|                               To                                                       |
|                         _     From                                                     |
|                               To                                                       |
|                         _     From                                                     |
|                               To                                                       |
|                         _     From                                                     |
|                               To                                                       |
|                         _     From                                                     |
|                               To                                                       |
|                                                                                        |
|  Maintenance Setup         Press PF4 to Load the Maintenance Screen          3 of 3    |
|   XX  Continue               XX  Cancel                 XX  Next Screen                |
|   XX  First Screen           XX  Reset                                                 |
|   XX  Help                   XX  Save/Recall                                           |
|   XX  Exit                   XX  Prev Screen                                           |
------------------------------------------------------------------------------------------

Field Definitions

  • Screen 3 of 3 offers the option to use ranges of accounts selected by account code. Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of using ranges.
  • You have the option to Include or Exclude accounts by entering either an I or an X on the "From" account line. If an account is entered, a blank is the same as an I for inclusion (the default). Screen 3 illustrates the situation where you want to include only the 9xxx accounts for the student activity fund 200, and to exclude from these all of the accounts with receipts from 4000 to 4999.
  • Up to 8 range selections may be entered during a run.
  • The important thing to remember about ranges is that each dimension is evaluated independently of the other dimensions.

IABMNT Revenue Maintenance Screen

After executing the IABMNT screens, you will be placed in the IABMNT maintenance program with the selected revenue accounts listed by the sort options entered in the previous screens as displayed in the following sample screen:

Code Block
 -----------------------------------------------------------------------------------------
| Find:  03 ___ ____ ____ ______ ___                                   Initial Revenue   |
|        TI FND RCPT SPCC SUBJCT OPU                                      Estimate:      |
|        03 006 1410 0000 000000 000                                                     |
|  Interest - Lunchroom Fund                                           ______________    |
|                                                                                        |
|        03 006 1512 0000 000000 000                                                     |
|  Student Type A Lunch Sales                                          ______________    |
|                                                                                        |
|        03 006 1513 0000 000000 000                                                     |
|  Student Ala Carte Sales                                             ______________    |
|                                                                                        |
|        03 006 1514 0000 000000 000                                                     |
|  Student Milk Sales                                                  ______________    |
|                                                                                        |
|        03 006 1522 0000 000000 000                                                     |
|  Adult Type A Lunch Sales                                            ______________    |
|                                                                                        |
|        03 006 1523 0000 000000 000                                                     |
|  Adult Ala Carte Sales                                               ______________    |
|                                                                                        |
| Press the Modify key to begin entering Board Approved amounts                          |
|                                                                                        |
| IABMNT    Maintenance program                                                          |
|   XX  Top              XX  Next          XX  Exit Lockmode       XX  Scroll Down       |
|   XX  Help             XX  Find          XX  Disp Totals                               |
|   XX  Exit             XX  Modify        XX  Scroll Up                                 |
|________________________________________________________________________________________|

At this point, if you want to update a specific revenue account, you can locate it by using the Find feature. Enter the account in the Find field and press [Find]. The specified account will be loaded onto the screen. You can also scroll through the accounts by using the [Scroll Up Scroll Down] functions.

In order to start entering Board approved amounts for each revenue account, you need to press the [Modify] key. You are automatically locked into the modify mode by the Lockmode feature allowing you to modify up to six accounts at a time. Default amounts are provided for each account. The defaults are calculated so that, if accepted, will not result in changes to the amounts on file. When you are finished entering the Board approved amounts, press [Modify] to accept the newly entered amounts for the six accounts currently being displayed. The program automatically displays the next six accounts to be modified. Pressing the [Scroll Up Scroll Down] functions will also automatically accept the new amounts before scrolling to the previous or next list of accounts when locked into the modify mode.

If you do not want to accept the newly entered amounts, press [Do not modify]. The program will not save any amounts to those accounts currently being displayed and will automatically scroll to the next six accounts. To exit out of the modify mode, press [Exit Modify] and it will return you to the main IABMNT maintenance screen. If you wish to turn Lockmode off, press [Exit Lockmode].

Selecting the [Disp Totals] function will display a pop-up report on your screen containing the totals of the amounts that have been entered. The report provides a grand total as well as subtotals with the subtotals based on the first sort option selected on the Setup screen. This report should be used in checking the total amounts that have just been entered through IABMNT.

pabmnt

The PABMNT program allows you to maintain the FYTD expendable field for budget accounts or the FYTD receivable field for revenue accounts. Use this option if changing temporary to permanent balances whether the initial amounts were entered using NYPMASS, NYPMNT, IABMNT or IABMASS.

The PABMNT option does not affect the initial budget or initial revenue amount fields. Using this option will enter Board approved amounts directly into the FYTD expendable or receivable fields. Any adjustments (in the initial balances vs. permanent balances) will be automatically made to the additions or deductions fields.

PABMNT also has the option to allow you to mass change the GAAP Orig Budget/Orig Estimate fields on the account records to the current expendable/receivable amounts.

Maintain Permanent Budget Amounts

After selecting budget accounts, you are given options similar to the USARPT/BUDWRK report. This allows the user to duplicate the exact sort and selection options that you chose in BUDWRK.

The following formula is used to calculate the FTYD expendable figure. In this formula, the initial budget amount is given and is not changed.

Code Block
Basic Formula:

FYTD Expendables = Initial Budget + FYTD Additions - FYTD Deductions
                   + Last FY Carryover Encumbrances
Code Block
 -----------------------------------------------------------------------------------------
|                                                                                        |
|               PABMNT - Permanent Account Balance Maintenance - Budget Accounts         |
|                                                                                        |
|  How do you want the amounts calculated? (A, B)                                        |
|    A = The figure entered will be the Fiscal YTD Expendable amount                     |
|    B = Add Last FY Carryover Encumbrances to the figure entered                        |
|                                                                                        |
|  Update the GAAP Original Budget amounts? (Y,N)       Y                                |
|                                                                                        |
| - Account Sort and Selection Criteria -                                                |
|                                                                                        |
|  Sort options                          ____________________________________________    |
|                                                                                        |
|  Exclude accounts with zero amounts? (A,C,N)         N                                 |
|  Include accounts which are no longer active? (Y,N)  Y                                 |
|                                                                                        |
|  Bank Codes                            ___ ___ ___ ___ ___ ___ ___ ___ ___ ___         |
|                                        ___ ___ ___ ___ ___ ___ ___ ___ ___ ___         |
|                                                                                        |
|                                                                                        |
| Press <next screen> for wildcard account selection options                             |
|                                                                                        |
|                                                                                        |
| Maintenance Setup          Pres PF4 to Load the Maintenance Screen           1 of   3  |
|   XX  Continue            XX  Cancel              XX  Next Screen                      |
|   XX  First Screen        XX  Reset                                                    |
|   XX  Help                XX  Save/Recall                                              |
|   XX  Exit                XX  Prev Screen                                              |
|________________________________________________________________________________________|

Field Definitions

  • If an "A" is entered in the *How do you want the amounts calculated* field, you will need to enter the Board Approved Permanent Budget amount and this figure will be placed in the Fiscal
    Year-to-Date Expendable field. If a "B" is entered, you will need to enter the Board Approved Permanent Budget amount and the amount placed in the Fiscal Year-to-Date Expandable field will be the amount you entered plus the Last FY Carryover Encumbrances.
Info

Districts which do not allow encumbrances to be carried into the next fiscal year would choose option "A", while districts who do allow encumbrances to be carried forward would use option "B".

  • The option to *Update the GAAP Original Budget amounts?* allows you to mass change the GAAP Orig Budget field to the expendable value for the selected accounts after PABMNT is completed.
  • In order to look at the possible Sort options, move the cursor to the sort option line and press the Help key. The following pop-up window appears. You may then enter the desired sort options, separated by commas.
Code Block
------------------------------Sort Items-------------------------------
| AC - Entire Budget Account         AP - Appropriation Account       |
| FS - Fund/SCC                      FD - Fund                        |
| FC - Function                      F1 - Function Level: 1 sig digit |
| FL - Function Level: 2 sig digits  OB - Object                      |
| OL - Object Level: 1 sig digit     SC - Special Cost Center         |
| SU - Subject                       OU - Operational Unit            |
| IL - Instructional Level           J  - Job Assignment              |
|                                                                     |
|  Enter the fields you wish to sort on. If you wish to sort on more  |
|  than one field, enter the fields separated by commas.              |
|                                                                     |
|                                                                     |
|                                                                     |
|        Accept            Cancel                                     |
-----------------------------------------------------------------------

  • The option to Exclude accounts with zero amounts is offered. Choices are A, C, or N.

Choosing A, causes accounts where all columns contain zeros to be excluded. This means that an account would be included if either any current year column does not have a zero entry, or any prior fiscal year expended field is not zero. Thus, accounts with non-zero prior year expended fields would be included.

Choosing C, causes accounts where all current year columns contain all zeros to be excluded regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.

Choosing N, causes accounts for which the current year columns contain all zeros to be included regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.

  • You have the option to *Include accounts which are no longer active*. The options are either Y or N. "Y" indicating inactive accounts should be included, "N" to exclude any inactive accounts.
  • Bank codes refer to a unique bank code number assigned in the ACTSCN program that allows you to select information by banking institution. If desired, enter the bank code. If left blank, all bank codes will be selected.

...