GENERAL NOTES

PowerBudget Mac displays information from the various files in 2 different fashions.


1)  INPUT LAYOUTS:  When adding new records or editing existing records, the records
    are displayed in an Input Layout (see Appendix A for blank examples of the Input
    Layouts for the 6 files (ACCOUNTS, TRANSACTIONS, FUND, PROGRAM, LOCATION,
    OBJECT...see Appendix B for filled in examples of the Input Layouts).  You may move
    around an Input Layout by clicking on the field you wish to access, or by pressing the
    RETURN key (not the ENTER key), or by using TAB to move forward or SHIFT-TAB
    to move backward.

    NOTE:       The only way to move out of the Comments field on the ACCOUNTS and
                TRANSACTIONS Input Layouts is to use the TAB or SHIFT-TAB keys or the
                mouse.  Using the RETURN key will move you to the next line within the
                Comments field.

    NOTE:       There is not a specific button for EDIT a record.  Editing a record is
                ALWAYS done after searching for a record and displaying the record(s) in
                an Output Layout.  


    If you were to choose the ADD button and then choose the ACCOUNTS file (either
    double-click or click OK), the screen would display the Input Layout for ACCOUNTS
    and you may then proceed to add ACCOUNTS to the system.

    After adding or editing a record, click the OK button or press the ENTER key (not the
    RETURN key) and the record will be saved.  When you wish to leave the Input Layout,
    click on the CANCEL button or press "Command ."               

    When leaving the Input Layout, you will be returned to the Splash Screen if you
    started from the Splash Screen.  If you started from an Output Layout (ie, in an Output
    Layout, you double-clicked on a record to bring up the Input Layout for that record),
    then you will be returned to the Input Layout.

    When using an Input Layout, there may be times when the program will ask you for
    additional information.  For instance, if you are adding a TRANSACTION and you enter
    a FUND number that does not exist in the FUND file, the program will display a
    message saying that it cannot find this FUND number.  You will then have 2 options,
    CREATE IT  or  TRY AGAIN.

    If you choose CREATE IT, then you will be prompted for the description of the FUND
    number that you wish to create.  Click on DONE and the program will add this FUND
    number to the FUND file and then move on to the next field.

    If you choose TRY AGAIN, then you will be returned to the field and you may reenter
    the FUND number.

    MAJOR NOTE:       If the number that enter is valid, you will simply be moved to the next
                      field.  However, once you have entered a currently non-existent
                      number into the field and the CREATE IT, TRY AGAIN message box
                      has been displayed, the ONLY way to move on is to CREATE IT or
                      TRY AGAIN.
2)  OUTPUT LAYOUTS:  When listing or searching for existing records, the records are
    displayed in an Output Layout (see Appendix C for filled in examples of the Output
    Layouts for the 6 files (ACCOUNTS, TRANSACTIONS, FUND PROGRAM, LOCATION,
    OBJECT).


    If you were to choose the LIST button and then choose the ACCOUNTS file, the
    screen would display a list of ACCOUNTS in an Output Layout (ie, in horizontal
    format).  Double-clicking on any ACCOUNT will cause the program to display that
    ACCOUNT in an Input Layout so that you may edit the record.


    MAJOR NOTE:       All files EXCEPT the ACCOUNTS file will allow you to change any of
                      the fields that are displayed.  The ACCOUNTS file is special...if you
                      wish to change any part of the ACCOUNT number, you MUST use
                      the UTILITIES-CHANGE FPLO option that is available from the top
                      MENU BAR at the Splash Screen.

                      The reason for this is that each ACCOUNT may have 1 or more
                      TRANSACTIONS already posted.  Therefore, if you change any part
                      of the ACCOUNT number, the program must also change all of the
                      TRANSACTIONS that had the previous ACCOUNT number.  So the
                      only place to change any part of an ACCOUNT number is from the
                      MENU BAR - UTILITIES - CHANGE FPLO option (see APPENDIX D
                      for a screen example of the CHANGE FPLO Input Layout).


    When you choose the LIST button and display an Output Layout and then double-
    click on a record to display it as an Input Layout, you may use the buttons at the
    bottom of the Input Layout to move between the records that you had listed. The right
    button will display the next record, the left button will display the previous record.  The
    right button with the line after it will display the last record, the left button with the line
    before it will display the first record.


    NOTE:       This ability to move through the records is particularly useful if you have
                created all of your ACCOUNTS prior to knowing what the actual
                appropriations will be.  By clicking the LIST button and then choosing the
                ACCOUNTS file, you may list all the ACCOUNTS and then double-click on
                the first one.  This will display the Input Layout for the first ACCOUNT. 
                Change the Original Appropriation $ and then click the right arrow button
                and you will move to the next record while still in the Input Layout.


    When an Output Layout is displayed on screen, you may Delete 1 or more records
    by using the following methods:

    1)      Highlight a single record and press "Command D" or MENU BAR-Enter-Delete.
    2)      To Delete contiguous records (each one next to the other), hold down the
            SHIFT key and click the 1st record of the series...drag the mouse to the last
            record of the series.  All highlighted records can then be deleted.
    3)      To Delete non-contiguous records (example, 3rd record and 5th record and
            10th record), hold down the Command key and highlight each record, then
            delete.