For example, it is February 1^st and you are just starting to use the software and the fiscal year began July 1^st. Do you want to go back and enter or electronically load all of the transactions from July 1-January 31^st? If this is a feasible alternative for you, it will provide you with the best information for the fiscal year.

If you cannot get the transaction detail in an electronic format or you can’t enter the information, how will you get your year-to-date information in? Another alternative would be to enter the year-to-date expenses by object code, by account through January 31^st, and start transaction data entry February 1^st or some combination of the two alternatives.

you can start from the Budget Data Entry screen, discussed below.

For example, if you have a grant account that started in April, and you are tracking transaction detail beginning July 1^st, you may want to load your June 30^th budget balances for the grant in the Budget Data Entry Screen.

you will need to enter the cash balance or carryforward date on your Effective Date of the system so that you can capture all balances going forward.

This would be done on a Transaction Data Entry screen, shown below.

Reference #

Reference numbers are used to group related transactions. The group of transactions may be an initial budget for an account or cost center or a single budget adjustment. These transactions are "linked" together by a common reference number. This field cannot be left blank.

If no reference number has been assigned to the transaction, the system will automatically assign a reference number for you. This occurs by pressing the Next Ref button that is displayed under the Reference # field when the Budget Data Entry Screen is on a blank record.

The Next Reference function must be set up; to do so select File/Options/ Assign Reference Number. The user defines the prefix, starting reference number, and the length. The reference numbers will then be assigned in alphanumeric order.

Most users use the following reference number format when entering the beginning balance for accounts or cost centers:

BBnnnnn

BB stands for the beginning balance.

nnnnn represents the Account number or the Cost Center

If this convention is used, all beginning balance transactions will be kept in the same area of the database. This makes it easier for the user to find them.

We recommend the above convention for assigning reference numbers for budget transactions.

Reference 2

This second reference number allows the user to set up an additional source for tracking reference numbers. The reference 2 number can be used in conjunction with the first reference number to assign a unique combination of reference numbers.

An example would be that the first reference identifies the Account number and the second reference identifies the Budget Year or Budget Revision number. The pair of reference numbers must be unique to each transaction. If the user does not enter a value into the field, the system will automatically default to None.

We recommend that this convention be used for the different years of the Account or Cost Center.

ID Code

The ID Code is used to categorize transactions. This entry is not required. It is used by the ID Code Report to track all transactions associated with a given ID Code. ID codes may refer to different types of budget entries. While use of the ID Code is similar to the object code, it allows the user to keep track of items that are purchased under the miscellaneous object line, or items that are subsets of object lines. Only ID Codes that have been previously entered in the ID Code table can be used. The (icon) drop down menu displays all valid ID Codes.  If the user does not enter a value into the field the system will automatically default to None.

Reference

Type

This field is used like the ID Code field, in that it allows the user to define an additional grouping for reference numbers. If the user does not enter a value into the field the system will automatically fill in a value of None.

Description

The description may be any text describing the transactions. This description is displayed on the breakdown reports. This field allows up to 120 characters. Note: Users should be careful not to enter long descriptions. Long descriptions will "word wrap" when printing breakdown, Cost Center, Object Code reports and can significantly increase the length of the report.

Transaction Fields

Transaction Field Descriptions

Date

The first field is the date when the transaction occurred. Dates are entered with the following format: MM/DD/YY. If the date field is left blank, it will automatically be filled in with the date on which the data entry is being performed, or with the date entered with the data entry date option.

Account

The second field is the Account field. It is used to link the transaction with the correct account. The account number is used by the account reports to track all budgets transactions associated with a given account number. Only Account codes that have been previously entered in the account table can be used. The drop-down menu will display all valid account numbers.

Cost Center

The third field is the Cost Center field. It is used to link transactions with Cost Centers. These codes identify budgets and adjustments for Cost Centers, such as a faculty member’s start-up funds or one year in a multi-year grant. Only Cost Centers that have been previously entered in the Cost Center table can be used. The drop-down menu can be used to display all valid Cost Centers.

Object Code

There are three types of Object Codes: minor, major, and budget codes. Only Object Codes previously entered in the Object Code table can be used. The drop-down menu will display all valid object codes. In most cases, funds are budgeted to the "major" code or "budget" code.

Encumbered

This field is used to enter the dollar amount encumbered. It may be a positive or negative number. If more than four digits are entered, the system will automatically fill in the commas.

Income/Expense

This field is used to enter the dollar amount expensed. This number may be a positive or a negative number.

Campus Date

This field contains the date the budget transaction was reconciled. Dates are entered in the following format: MM/DD/YY. This field is filled in during the reconciliation procedures or when the user presses the F7 key.

Check Number

This field contains the check number information for the transaction.

Invoice Number

This field contains the invoice number information for the transaction.

Account 2

This field is used by installations of The Department Manager software, running two accounts numbers for the same fund.

Object Set

This field contains the object set associated with the account number. It fills in automatically when the account number is entered into the grid.

Last Changed

This field is automatically filled in by the system with the last date a change was made. Users cannot manually modify this field.

How Changed

This field is automatically filled in by the system with a code indicating how the transaction was changed. The codes are M for manual change, E for an electronic change, and Y for year-end transfer. Users cannot manually modify this field.

Who Changed

This field is automatically filled in by the system with the user ID of the last person who made a change. Users cannot manually modify this field.

Initial Budget

Displays the total of the budget column for the reference number

Adjustments

Displays the total of the adjustment column for the reference number

Total

Displays the total of the initial budget and the adjustment columns for the reference number