A Budget is the total money allocated for a specific purpose, for instance, a school/department may be allocated $50,000 for one year. The purpose of this money is to purchase goods and services that are necessary for the continuing operation of the school/department. To track the Budget in a meaningful fashion, it is necessary to further allocate the Budget into a series of relevant Accounts. For instance, one might allocate $10,000 to be spent on office supplies or allocate $40,000 to be spent on textbooks. The total of the amounts allocated to the various Accounts would be equal to the total Budget. Once the Budget has been allocated to the specific Accounts, it is then possible to track each expenditure from each Account. Each expenditure is called a Transaction. PowerBudget is designed to allow the person in charge of controlling the Budget to enter all the Accounts and then track all Transactions for each Account. PowerBudget is designed to be flexible. Budgets can be created to strictly match District Office/County Accounting Department Account numbers. Budgets can be created to track specific Teacher accounts or Team accounts. Checking accounts can be created and maintained. Multiple budgets for multiple years can be worked with concurrently. We have seen PowerBudget used in a variety of ways. The following descriptions of PowerBudget will reflect an adherence to District Office budgets. This does not mean that you must set up your budget this way...this is merely one kind of way to track budgets.
What is a Budget?
The Accounts file stores all of the Accounts that you create. Each Account is unique and the program will not allow you put in a duplicate Account number. The terms "Account record" and "Account number" mean exactly the same thing. An Account record or an Account number may also be referred to as simply an "Account". For purposes of school/department budgets, an Account number is comprised of 5 elements. Each Account will have: 1) Budget Year Example: 93-94 or 1993-1994 or 1993-94. You may use letters or numbers to designate the Budget Year. You MUST be consistent. If you have a Budget Year of 93-94 for an Account and then you use Budget Year 1993-1994 for another Account, you have actually created 2 separate budgets. You may track as many separate budgets as you wish, however, each separate account within a budget MUST have identical Budget Years. 2) Fund Example: 100 or 01, etc. The actual Fund numbers are the numbers used by your district. Some types of Funds are General-Unrestricted, General-Restricted, Lottery, Donations, etc. Your specific Fund numbers are supplied by your District Office or County Accounting Departments. Fund numbers may be letters or numbers up to 4 digits long. 3) Program Example: 24050000 or 1150-0000, etc. The actual Program numbers are the numbers used by your district. Some types of Programs are Instructional Program, School Administration, Chapter I, etc. Your specific Program numbers are supplied by your District Office or County Accounting Departments. Program numbers may be letters or numbers up to 10 digits long. 4) Location Example: 030 or 175-00, etc. The actual Location numbers are the numbers used by your district. Your specific Location numbers are supplied by your District Office or County Accounting Departments. Location numbers may be letters or numbers up to 6 digits long. 5) Object Example: 4110 or 411001, etc. The actual Object numbers are the numbers used by your district. Some types of Objects are Office Supplies, Textbooks, Travel & Conference, etc. Your specific Object numbers are supplied by your District Office or County Accounting Departments. Object numbers may be letters or numbers up to 6 digits long. Examples of unique Account numbers might be: 93-94 100 1150000 030 4110 93-94 100 2405400 030 4523 Some examples of Accounts with allocated money: Budget Year 93-94 Fund 100 = General-unrestricted Program 11500000 = Instructional Program Location 030 = John Doe High School Object 4110 = Textbooks Approp $ 40,000 Budget Year 93-94 Fund 100 = General-unrestricted Program 2405400 = School Administration Location 030 = John Doe High School Object 4523 = Office Supplies Approp $ 10,000 Approp $ refers to the amount of money allocated (also known as Originally Appropriation $).
ACCOUNTS
STEP 1: IDENTIFY (from District Office or County Accounting Department printouts) all of the relevant Fund, Program, Location, and Account numbers. OR, create your own, if you are creating a custom budget. STEP 2: ADD Fund numbers to the FUND File. ADD Program numbers to the PROGRAM File. ADD Location numbers to the LOCATION File. ADD Object numbers to the OBJECT File. To ADD these numbers from the Splash Screen, click on the ADD button (Button 2, the one with the index card and + sign) and then double-click the appropriate file. For example, if you wish to add Fund number 99 to the Fund file, then click on the ADD button and then double-click on FUND. This will bring up a form that allows one to enter the Fund number and the Fund description. When done, click on the OK button or press the ENTER key (not the RETURN key). This will bring up another blank form to fill out. If you need to add another record, you may continue adding records or click on the CANCEL button or press "Command ." to end this operation and return to the Splash Screen. Follow this procedure for all Fund, Program, Location and Object numbers that you wish to add. As noted in STEP 3 and STEP 4, there is another way of adding these numbers into the program. STEP 3: ADD Account numbers to the ACCOUNTS File. To ADD Accounts, click on the ADD button and then double-click on the ACCOUNTS file. This will bring up a form that allows one to enter the Budget Year (note that the Budget Year has already been filled in for you, you may change this if you wish), Fund, Program, Location, Object and Original Appropriation $ amount. There is also a block that allows one to add any relevant comments for this Account. When done, click the OK button or press the ENTER key and you may continue to add Accounts. NOTE 1: If you are adding Accounts and you do not know how much has been appropriated to the account, simply enter 0 (zero) for the Original Appropriation $. There is a simple way of updating these Accounts after you receive your actual Budget $ amounts. When the second form comes on screen, you will notice that the Year, Fund, Program and Location will repeat from the previous record. This is done for your convenience and if you wish to change any displayed value, simply type over it. If you wish to keep the displayed value, then press the RETURN key. After you have added the last Account and pressed OK, then press the CANCEL button to end this inputting session and return to the Splash Screen. Follow this procedure for all Account numbers that you wish to add. As noted in STEP 4, there is another way of adding these numbers into the program. As noted in STEP 2, there is a way of adding Fund, Program, Location, and Object numbers into their respective files WITHOUT going through STEP 2. Example: When you are in the ADD Accounts form and you enter a Fund number that doesn't exist, a box will be displayed stating that this number doesn't exist and will give you 2 options... Create It or Try Again. If you click Try Again, you will be returned to the field and you may enter a different number (this is because, you may have unintentionally entered a number incorrectly). If you click Create it, you will be allowed to add the number to its respective file. This "Just-in-time" feature applies to Fund, Program, Location and Object numbers. At this point, you have now added your relevant Fund, Program, Location, Object and Account numbers. STEP 4: ADD Transactions to the TRANSACTIONS File. To ADD Transactions, click on the ADD button and then double-click the Transaction file. The Add Transactions form will be displayed. This form allows one to add transactions of all sorts, ie, Requisitions, Purchase Orders, Abatements, etc. The only kind of transaction that is not entered here is a special kind of transaction called a TRANSFER. Transfers will be discussed later. Assuming you have a transaction (like a requisition or purchase order) that you would like to enter, start entering the relevant information, starting with the Fund number (if you wish to change the Budget Year, click on the Budget Year field and change it). Enter the Program, Location and Object numbers. After entering these numbers, the program will check to see if this Account exists in the ACCOUNTS file. If the Account exists in the ACCOUNTS file then you will be placed in the Date field and you may proceed. However, if the Account number does not exist in the ACCOUNTS file then see NOTE 2 below. As noted in STEP 2, there is a way of adding Fund, Program, Location, and Object numbers into their respective files WITHOUT going through STEP 2. Example: When you are in the ADD Transactions form and you enter a Fund number that doesn't exist, a box will be displayed stating that this number doesn't exist and will give you 2 options... Create It or Try Again. If you click Try Again, you will be returned to the field and you may enter a different number (this is because, you may have unintentionally entered a number incorrectly). If you click Create it, you will be allowed to add the number to its respective file. This "Just-in-time" feature applies to Fund, Program, Location and Object numbers. NOTE 2: As noted in STEP 3, there is a way of adding Account numbers to the ACCOUNTS file WITHOUT going through STEP 3. When you are in the ADD Transaction form and a non-existent Account Number has been entered, a box will be displayed that states that this Account record does not exist. Do you wish to Add it. Yes No. If you answer No, you will be returned to the Transaction form and placed in the Object number field. You may change this number or move to the Budget Year or Fund or Program or Location fields and change any of the elements of the Account number. Once a correct Account number has been identified, you may proceed with the Date. If you answer Yes, you will be placed in the ADD Accounts form with all relevant information filled in except for Original Appropriation $ and Comments. Add the $ amount (or leave at 0) and any comments and click OK when done. You will then be returned to the ADD Transactions form and this Account number has now been added to the ACCOUNTS file. IN A NUTSHELL, STEP 4 INCLUDES STEPS 1 through 3. IF YOU WISH TO DIVE RIGHT IN TO THE PROGRAM, JUST START WITH STEP 4 AND THE PROGRAM WILL ASK FOR ANY RELEVANT INFORMATION "JUST-IN-TIME". SETTING UP YOUR BUDGET
-----------------------------------------------------------
³ ³ | ³ List of Files ³ ³UP³ ³ ³
³ Button 1 ³ Button 2 ¦ ================= Button 7 ³
³ ³ ¦ ³ ACCOUNTS ³ ³ ³ ³ ³
³ LIST ³ ADD | ³ FUND ³ ³ ³ ³ ADMIN ³
³ ³ ³ ³ LOCATION ³ ³ ³ ³ ³
---------------------- ³ OBJECT ³ ³ ³ ------------
³ ³ ³ ³ PROGRAM ³ ³ ³
³ Button 3 ³ Button 4 ³ ³ TRANSACTIONS ³ ³ ³
³ ³ ³ ³ ³ ³ ³
³ SEARCH ³ FIND ³ ³ ³ ³DN³
³ ³ ³ ----------------- ----
----------------------´ ---------------------- ------------
³ ³ ³ ³ UP ³ DOWN ³ OK ³ ³ ³
³ Button 5 ³ Button 6 ³ ---------------------- ³ Button 8 ³
³ ³ ³ ---------------------- ³ ³
³ PRINT ³ PRINT ³ ³ Search First ³ ³ QUIT ³
³ ³ ³ ---------------------- ³ ³
----------------------- ------------
The Splash Screen is displayed upon startup. Through this panel you can select the file to
which records are to be added, searched, reported, etc. Most functions of the Splash Screen
panel are also available from standard menus in the MenuBar and as keyboard equivalents.
For Buttons 1 - 6:
THE PROCESS:
1) Click an icon button (List, Add, Find, etc...)
2) Click a file (Accounts, Transactions, Fund, etc...)
3) Click OK.
OR
1) Click an icon button (List, Add, Find, etc...)
2) Double-click a file (Accounts, Transactions, Fund, etc...)
OR
1) Click a file (Accounts, Transactions, Fund, etc...)
2) From the MenuBar, choose SELECT and proceed with a Search.
OR
1) Click a file (Accounts, Transactions, Fund, etc...)
2) Use a Command key shortcut to Search for a record or a series of records.
Button 1
List Recordsþ displays records for the selected file in a multiple record list.
This is the same as choosing Show All from the Select menu
.
Button 2
Add Recordsþ creates a new record for the selected file. This button is the
same as choosing New from the Enter menu or the Output
Layout ADD button.
Button 3
Searchþ displays the 4th DIMENSION Search Editor for the current file;
same as choosing Search Editor from the Select menu or an
Output Layout SEARCH popup menu.
Button 4
Findþ allows you to search the current file via an input layout; same
as choosing Find from the Select menu or an Output Layout
SEARCH popup menu.
Button 5
Quick Reportþ displays the 4th DIMENSION Quick Report Editor for the current
file. You can first search the file using the Search Editor if the
Search First check box is checked (the default setting). This
button is the same as choosing Quick Report from the Report
menu.
Button 6
Reportsþ displays the Custom Report menu. This button is the same as
choosing Custom Reports from the Report menu.
Button 7
Admin- displays the Administration screen. The default year can be
changed.
Button 8
Quit- closes all accounts and exits from PowerBudget.
Buttons 7 & 8 are slightly different. They are activated simply by a single click.
Button 7 is also available from the Menu Bar as Utilities-
Administration.
Button 8 is also available from the Menu Bar as File-Quit.
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. GENERAL NOTES
Show All This command changes the current selection to include all records in the current file. This menu item is the same as executing List Records from the Splash Screen, provided the preference Remember last selection is not checked. Show Subset This command changes the current selection for the current file to include only the currently highlighted records. Omit Subset This command changes the current selection for the current file to exclude the currently highlighted records. Invert Selection This command changes the current selection for the current file to include all the records NOT in the current selection. Find This command executes a custom find routine for the Accounts or Transactions file, the search can be grouped by Fund Program Location or Object. This option is the same as clicking the Find Button (Button # 4) from the Splash Screen or choosing the Find option at the SEARCH button on an Output Layout. Quick Search This command displays a dialog which allows you to search any, or all, of the indexed alpha fields in the current file for a single value. Quick Search Editor Quick Search can search either the entire file or just the current selection. Merely click on the fieldnames to include or exclude them from the search. The default is ALL Filenames. NOTE: This option is useful for quickly looking up REQ #'s or PO #'s. After selecting the TRANSACTIONS file, simply activate Quick Search using "Command S" and enter the REQ or PO #...the appropriate record(s) will then be displayed in an Output Layout. Search Editor Displays the 4th DIMENSION Search Editor for the current file. This the same as clicking the SEARCH (Button 3) in the Main Menu panel or SELECT Menu or SEARCH option in an Output Layout. The Search Editor allows the most complex search capabilities of all the Search options. This option allows one to save search criteria that are used repeatedly without having to enter the search criteria every time. Refer to the 4th DIMENSION EDITOR Documentation for a description of the Search Editor. Search by Example This command allows you to search the current file using a layout that is identical to the format that a record was entered. This the same as clicking the Search by Example option in the Output Layout or the Select Menu. Refer to the 4th DIMENSION EDITOR Documentation (Search by Layout) for a description of Search by Layout. Search by Index This command displays the 4th DIMENSION Search by Index dialog for the current file. Refer to the 4th DIMENSION EDITOR Documentation (Search and Modify) for a description of Search and Modify. Search by Formula This command displays a dialog that allows you to specify a 4th DIMENSION expression as the search criteria for the current file. You can also search in related files. Refer to the 4th DIMENSION EDITOR Documentation for a description of Search by Formula. Search by Formula dialog box You can select records based on a 4th DIMENSION formula created with this editor. Search by Formula can search either the entire file or just the current selection. Sort Selection This command displays the 4th DIMENSION Sort Editor for the current file. Refer to the 4th DIMENSION EDITOR Documentation for a description of the Sort Editor. Select Menu
Quick Report This command displays the 4th DIMENSION Quick Report Editor for the current file. Refer to the 4th DIMENSION EDITOR Documentation for a description of Quick Reports. This the same as clicking the Quick Report Editor button (Button # 5) on the Splash Screen. Labels NOTE: This option does not apply to PowerBudget. Graphs This command displays the 4th DIMENSION Graph Editor for the current file. Refer to the 4th DIMENSION EDITOR Documentation for a description of the Graph Editor. Custom Reports This command displays a list of predefined, customized reports for the current file. This is the same as clicking on the Custom Reports button (Button # 6) on the Splash Screen. ACCOUNTS TRANSACTIONS Budget Report Budget Report Accounts Reports Fund Report Fund Report Program Report Program Report Location Report Location Report Summary Reports Summary Reports Miscellaneous Reports NOTE: There are no Custom Reports for the Fund, Program, Location and Object files. Reports Menu
There are 3 option under the Transfers Menu. 1) FPLO to FPLO This option is used to transfer money from one account (FPLO) to another account (FPLO). Refer to Appendix D for an example of the FPLO to FPLO Transfer input screen. Example of a transfer: Assuming that the following 2 Accounts already exist: Year Fund Program Loc Object Approp$ Account #1 93-94 100 1150000 030 4110 $40,000 Account #2 93-94 100 2405400 030 4523 $10,000 and we wish to transfer $10,000 from Account #1 to Account #2. To proceed with the PPLO to FPLO Transfer: from the Splash Screen, choose the Menu Bar options Transfers and choose the 1st option (FPLO to FPLO) and you wil be prompted for the date to be used for the transfer transaction records. Either change the date of click OK or ENTER to proceed. The FPLO to FPLO Transfer screen will be displayed. To transfer, click on the + button on the left side of the layout. The cursor will move to the Year field and the $ aamount will be 0.00. Using the accounts shown above as examples, fill in the requested information. Use the RETURN key or the TAB key or the mouse to move between fields. NOTE: Do NOT use the ENTER key until you have entered all the information. The ENTER key is just like clicking on the DONE button. Before clicking on DONE, the screen should contain the following: Year Fund Program Loc Object $ Amount Transfer from 93-94 100 1150000 030 4110 10,000 Transfer to 93-94 100 2505400 030 4523 If you need to do another transfer then click on the + button again. If you wish to discard a transfer, place the cursor on any field in the "to be discarded" record and click on the - button. Once you click on the DONE button, the system will ask if you wish to create the Transfer Records. Unless you wish to discard these transfers, always answer Yes. Once the Transfer Records have been created, you may work with them like any other transaction. You may edit or delete them. The FPLO to FPLO Transfer option will create 2 transaction records for each transfer that is done. Using our example, the 2 transactions that are created will contain the following information (using List Transactions to view the records). Fund Program Loc Object Description Expended 100 1150000 030 4110 Transfer to 2405400 4523 10,000 100 2405400 030 4523 Transfer from 1150000 4110 -10,000 If you were to print a Budget Report/Summary report for these 2 accounts: Fund Program Loc Object Budget Transfer Current Approp 100 1150000 030 4110 40,000 -10,000 30,000 100 2405400 030 4523 10,000 10,000 20,000 NOTES: 1) The ACCOUNTS file will NOT be affected in any way by doing a transfer, the Original Appropriation $ remains untouched. A transfer is simply a special kind of transaction. The amounts of monies that are transferred will always be reflected in the Transfer Amount column on the various reports. 2) If you try to transfer money into an account that does not exists, you will be asked if you would like to create the account before transferring money. 3) The program will automatically create the Description for FPLO to FPLO transfers. 2) Multiple FPLO's This option is used to transfer money from 1 or more accounts into 1 or more other accounts. Choosing this option will display a parameter box asking for a date and a description. This description will be used for all the transaction records that will comprise the transfer. Using the following accounts as examples: Year Fund Program Loc Object 93-94 100 1150000 030 4110 93-94 100 2505400 030 4523 93-94 100 2405400 030 5200 and we wish to transfer 10,000 from 4110 to 4523 and 5,000 from 4110 to 5200, the screen would look like this: Year Fund Program Loc Object Increase Decrease 93-94 100 1150000 030 4110 15000 93-94 100 2505400 030 4523 10000 93-94 100 2405400 030 5200 5000 A running total will be kept at the bottom of the screen. When you are done, click on DONE. If the totals do NOT balance then the program will notify you and ask if you wish to proceed anyway. 3) Print Transfers This option is used to print Budget Reports for each account that has had Transfer activity during the CURRENT PowerBudget session. You may choose this option at any time during the current PowerBudget session. Transfers Menu
1) Administration This option is used to change the default year and change any of the names associated with maintaining the budget. Same as Admin button. 2) Change FPLO 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). Choosing this option will display a box to fill in. Enter the relevant information and all necessary steps will be performed by the program to change an Account from 1 number to another. 3) Copy New Year This option is used create a new set of Accounts to be used in a new year. For example, one may currently be working in Budget Year 93-94...as this year draws to a close, it will become necessary to create a budget for Year 94-95. This can be done very simply by choosing Copy New Year option. You will be prompted for the year to copy and the new year to create. 2 other options also exist. 1) ZERO ORIGINAL APPROPRIATIONS: You may keep the appropropriation $ from the previous year or you may change them all to 0.00 in the new year. This will NOT affect any other years appropriations. 2) BLANK COMMENTS: You may blank out all the comments that are associated with each account. This will not affect any comments from any previous year. Utilities Menu
Backing up your Budget data is an important (CRITICAL) part of the entire budgeting process. Anything that is not backed up may be lost. Backup Procedures: Quit the PowerBudget program. Open the PowerBudget folder on your hard disk. The file that is critical to backup is the PowerBudget.data file. Day 1) Click once on the PowerBudget.data file. Day 1) From the FILE menu, choose the Duplicate option. This will create a copy of the PowerBudget.data file. The new file will be named PowerBudget.data copy. Day 2) Click once on the PowerBudget.data file. Day 2) From the FILE menu, choose the Duplicate option. This will create a copy of the PowerBudget.data file. The new file will be called PowerBudget.data copy 2. You now have 3 PowerBudget data files on your hard disk. PowerBudget.data, PowerBudget.data copy, and PowerBudget.data copy 2. These files will be rotated as follows: Day 3) Drag the PowerBudget.data copy file into the trash can. (DO NOT, UNDER ANY CIRCUMSTANCES, DRAG THE ORIGINAL POWERBUDGET.DATA FILE INTO THE TRASH CAN.) Day 3) Click once on the PowerBudget.data file and duplicate it... this will create a new PowerBudget.data copy file. Day 4) Drag the PowerBudget.data copy 2 file into the trash can. Day 4) Click once on the PowerBudget.data file and duplicate it... this will create a new PowerBudget.data copy 2 file. TO BACK UP TO FLOPPY: Drag the PowerBudget.data file to the floppy. If too large for the floppy, use file compression software, like Norton Disk Doubler to compress the PowerBudget.data file and drag the compressed file to the floppy. BACKING UP
Fund
Program
Location
Object
SACS consists of 7 fields:
Fund
Resource
Project Year
Goal
Function
Object
School
FUND: In SACS, at a school site, the Fund is generally 01 and is not entered into PowerBudget FPLO. If different Funds are used, then the Fund # may be added to the Budget Year field.
RESOURCE: Use the Fund field in PowerBudget FPLO to enter the SACS Resource code.
PROJECT YEAR: Not used in PowerBudget FPLO.
GOAL: Use the Program field in PowerBudget FPLO to enter the SACS Goal code.
FUNCTION: Use the Program field in PowerBudget FPLO to enter the SACS Function code.
ie, In PowerBudget FPLO, combine the SACS Goal and Function codes (separated by a -) and enter them in the Program field.
OBJECT: Use the Object field in PowerBudget FPLO to enter the SACS Object code.
SCHOOL: Use the Location field in PowerBudget FPLO to enter the SACS School code.
Installation from floppy disk: Insert PowerBudget v2.0 floppy disk. Double click on the floppy icon. This will open the floppy disk. Drag the PowerBudget.sea file to your hard disk. Double click on the upper left of the floppy disk window to close. Drag the floppy to the Trash Can. Double click on the PowerBudget.sea file on your hard disk. This will create a PowerBudget folder with various files, including a PowerBudget icon. When done, drag the PowerBudget.sea file to the Trash Can. Within the folder, double click on the icon to activate PowerBudget. If prompted for a data file, Open the PowerBudget.data file in the PowerBudget folder. This applies only to the first time.
INSTALLATION
Installation from Internet download at www.powerbudget.com At www.powerbudget.com, go to Guidelines... Mac Guidelines At the Mac Guidelines Table of Contents, click on the school name. Save the file to disk. When done transferring the file: Double click on the PowerBudget.sea.hqx file. This will create a PowerBudget folder with various files, including a PowerBudget icon. When done, drag the PowerBudget.sea.hqx file to the Trash Can. Within the folder, double click on the icon to activate PowerBudget. If prompted for a data file, Open the PowerBudget.data file in the PowerBudget folder. This applies only to the first time.
NOTE: After installation, if double-clicking on the PowerBudget icon produces a memory error, then go to FILE...GET INFO and change the memory settings as recommended (or higher if memory is available).