SETTING UP YOUR BUDGET

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".