Installation Windows 95 PowerBudget v5.0 installation from the Internet
1) After connecting to the Internet, go to www.powerbudget.com 2) Click on the "PC/Mac Guidelines" link 3) Click on the "PC v5.0 Guidelines" link 4) Click on the "Installation" link 5) Print this page, then click on PowerBudget v5.0 Workshop
(Download 1.4 MB (1400 KB), 15 mins at 28.8) Save the file to your desktop or any other folder of your choice. 6) When the download is complete, minimize your Internet screen and return to your desktop. You will have a BUDGET50.EXE icon on your desktop/folder. NOTE: If the BUDGET50.EXE icon (NOTE: some versions of Windows 95 will not display the .EXE extension) is not on your desktop and you cannot find it, then... Click START @ lower left of the screen. Scroll FIND Click FILES or FOLDERS Type BUDGET50 @ Named: box Click FIND NOW 7) Double click the BUDGET50.EXE file and a dialog box will be displayed. CLICK a checkmark next to "Run after Extraction..." 8) Click on the EXTRACT option at the bottom left. A dialog box will be displayed: Create c:\budget50 dir? Click on Yes When the installation is complete.. close any open windows. OPTION: To remove this installation icon, (this DOES NOT remove the installed software), you may drag the BUDGET50.EXE icon to the Recycle Bin. 9) To use PowerBudget v5.0, Double-click the "PowerBudget v5.0" icon or Click START Click PROGRAMS Click the PowerBudget v5.0 file
Windows 95 PowerBudget v5.0 installation from floppy disk.
PowerBudget v5.0 is available on a single high density disk (1.44 MB) 1) Insert the floppy. 2) Double-click on the "My Computer" icon. 3) Double-click on the "3 1/2" Floppy [A:]" icon. 4) Double-click on the "Setup.exe" icon and a dialog box will be displayed. 5) CLICK a checkmark next to "Run after Extraction..." 6) Click on the EXTRACT option at the bottom left. 7) A dialog box will be displayed: Create c:\budget50 dir? 8) Click on Yes 9) When done, remove the floppy and close all windows. 10) To use PowerBudget v5.0 Double-click the PowerBudget v5.0 icon on your desktop or Click START Scroll PROGRAMS Click PowerBudget v5.0
Windows 3.x PowerBudget installation from floppy disk.
1) Click on Program Manager 2) Click on Accessories 3) Click on File Manager 4) Insert PowerBudget floppy. 5) Double-click the A: drive 6) Double-click on the "Setup.exe" icon and a dialog box will be displayed. 7) CLICK a checkmark next to "Run after Extraction..." 8) Click on the EXTRACT option at the bottom left. 9) A dialog box will be displayed: Create c:\budget50 dir? 10) Click on Yes 11) When done, double-click the upper left corner of A:2 to close. Double-click the upper left corner of A:1 to close. 12) To use PowerBudget v5.0 Double-click the PowerBudget v5.0 group icon Double-click the PowerBudget icon
DOS 3.x and higher PowerBudget v5.0 installation from floppy disk.
1) Insert PowerBudget v5.0 floppy disk. 2) Type A:INSTALL @ DOS prompt 3) When done, remove the floppy. 4) To use PowerBudget v5.0, type in BUDGET and press ENTER.
System Administrators:
PowerBudget v5.0 is 32-bit software that runs on DOS, Windows 3.x and Windows 95. Windows NT is untested... no reported problems.For Windows 95:
Upon download and extraction, PowerBudget files reside in C:\BUDGET50. The shortcut file, PowerBudget v5.0.pif, is in C:\WINDOWS\DESKTOP and C:\WINDOWS\START MENU\PROGRAMS. Autoexec.bat and Config.sys ARE NOT CHANGED by PowerBudget installation. To manually create a shortcut, refer to Windows 95 Shortcut To uninstall, delete the BUDGET50 directory and Shortcut icons listed above.For Windows 3.x and DOS 3.x and higher...
Upon download and extraction, PowerBudget files reside in C:\BUDGET50. Autoexec.bat and Config.sys ARE NOT CHANGED by PowerBudget installation. To manually create a PowerBudget v5.0 PIF, refer to Windows 3x PIF To uninstall, delete the BUDGET50 directory and PIF icons listed above.Placing PowerBudget in another directory/folder.
If PowerBudget is installed in a directory other than C:\BUDGET50 then the Windows 95 PowerBudget Icon properties must be changed to reflect the new location. Change the Cmd and Working properties. Additionally, the BUDGET.BAT must be edited. Use Wordpad to edit the second line from \BUDGET50 to the new directory path. Finally, in the new directory or folder... copy the 3 data files From EMPTYB.RB1, EMPTYB.RB2, EMPTYB.RB3 To BUDGET.RB1, BUDGET.RB2, BUDGET.RB3 If BUDGET.RB1,2 and 3 already exist, then do not overwrite them.
Single mouse click will highlight any of the 12 fields. Double mouse click will highlight a field then process [F2] Find [TAB] will move the cursor to the next field If the cursor is on the Description field then [TAB] will move the cursor to the Year field. [SHIFT][TAB] will move the cursor to the previous field. If the cursor is on the Year field then [SHIFT][TAB] will move the cursor to the Description field. [ENTER] will move the cursor to the next field, same as [TAB]. If the cursor is on the Description field then [ENTER] will prompt "Add this transaction?". If the cursor is on the Description field and the Description field is blank then a message will be displayed. [DOWN] will move the cursor to the next field, same as [TAB]. If the cursor is on the Description field then [DOWN] will move to the next line in the description (if blank, then the cursor will move to the next blank line in the Description field, there are 6 rows of 50 characters each available in the Description field). After 6 rows [DOWN] will move the cursor to the Year field. [UP] will move the cursor to the previous field, same as [SHIFT][TAB]. If the cursor is on the Year field then [UP] will move the cursor to the Description field. If the cursor is on the Description field then [UP] will move the cursor to the Encumbered field. [F1] will bring up the Function Key menu. Pressing [F1] again will provide some specific information about the current field. Pressing [F1] again will return to the field.
MASTER FORM
These keys are used from any field on the Master form. [F1] Displays a menu of function keys. Pressing [F1] a second time will produce a function key reference screen for the currently highlighted field. [F2] Finds transactions based on the value that is displayed in the currently highlighted field. If the highlighted field is blank, you will asked to see a list of all active values for the field. If more than one transaction record is displayed, use the [PageUp]/[PageDown] keys to move between records. The [ALT] key will toggle between the top menu bar and the displayed transactions. To delete a transaction, press [ALT], move to [EDIT] and choose [DELETE]. [F3] Lists all values for the field. Pressing [F3] a second time from the YEAR field will produce a list of existing Accounts. Choosing an Account will fill in the Master form. Pressing [F3] a second time from the FUND, PROGRAM, LOCATION, OBJECT fields will produce a list of existing numbers and description. These codes may be added, deleted, modified. Pressing [F3] from the EXPENDED field will produce a menu that can be used to enter Copying, Duplicating and Laminating costs automatically. [F4] Scans transactions based on the value that is displayed in the currently highlighted field. If the highlighted field is blank, that you will asked to see a list of all active values for the field. Pressing [F4] when the transactions are being displayed will zoom into the currently highlighted record. Pressing Control- PageUp and Control-PageDown will move between zoomed records. In PowerBudget v5.0 version X or earlier, Pressing [F9] will delete the highlighted transaction. In PowerBudget v5.0 version Y or later, Pressing [F9] will NOT delete the highlighted transaction. (Use [F2] Find to delete a transaction.) Additionally, the PO No cannot be changed in [F4] Scan... Use the Utilities...Tools...Change PO number option. [F5] Print Reports menu. All reports will prompt for a Starting Date and an Ending Date. The defaults are set to 01/01/00 thru CURRENT DATE. The reports will print based on transactions that have dates within the range of the Starting and Ending Dates. [F6] Utilities menu. Backup - Checks integrity and does housekeeping. Integrity - Checks integrity with optional printout. Tools - Miscellaneous utilities. User Preferences - Initial setup, change printers, etc. [F7] Exit the program. Program will prompt for backup requirements. [F8] Accounts (FPLO and Teacher) menu. Add, Edit, Browse, Delete, Print the Chart of Accounts. [F9] Delete a single character from a field. Pressing [SHIFT][F9] will blank the field. [F10] Clear the screen except for the Year field. [F11] Transfer money between Accounts. Choose the FROM Account. Enter the Amount to Transfer. Choose the TO Account. [F12] Balance of the values that are entered into the Year, Fund, Program, Location or Object fields. If the cursor is in the PO field and a PO # has been filled in, then the program will display a balance on the PO. (useful for checking the balance of an Open PO.)
FUNCTION KEYS [F1] - [F12]
STEP 1: ADD Account numbers (create Chart of Accounts). To ADD Accounts, press [F8] to access the ACCOUNTS menu. Choose FPLO Accounts to access the next menu. Choose Add to access the FPLO Accounts form. Enter the Year, Fund, Program, Location, Object, Approp $ The first time any Fund, Program, Location, Object is entered, the program will prompt for the description to be filled in. After the Approp $ is filled in, Comments may be entered. Press [ENTER] to move down to the next entry. This screen will scroll as Accounts are added. As Accounts are added, 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, press [ESC] and Save Changes. STEP 2: ADD Transactions (requisitions, po's, abatements, etc.) To ADD Transactions, start entering the information starting with the Budget Year, then the Fund number, Program number, etc. After the Description is entered, the transaction can be added. As transactions are added, you will notice that information will be repeated from the previous record.
SETTING UP YOUR BUDGET
Each Account is unique and the program will not allow you put in a duplicate Account number. The terms "Account" and "Account number" mean exactly the same thing. For purposes of school/department budgets, an Account number is comprised of 5 elements. Each Account will have: 1) Budget Year Example: 97-98 or 1997-98, etc. You may use letters or numbers to designate the Budget Year. You MUST be consistent. If you have a Budget Year of 97-98 for an Account and then you use Budget Year 1997-98 (note the extra 19) 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. Budget Years may be letters or numbers up to 7 digits. 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. 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. 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. 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 7 digits long. Examples of unique Account numbers might be: 97-98 100 1150000 030 4110 97-98 101 2405400 030 4523 Some examples of Accounts with allocated money: Year 97-98 Fund 100 = General-unrestricted Program 11500000 = Instructional Program Location 030 = John Doe High School Object 4110 = Textbooks Approp $ 40,000 Year 97-98 Fund 101 = Special Projects 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 the Original Appropriation $).
ACCOUNTS (Chart of Accounts)
STEP 1: ADD Account numbers (create Chart of Accounts). To ADD Accounts, press [F8] to access the ACCOUNTS menu. Choose FPLO Accounts to access the next menu. Choose Add to access the FPLO Accounts form. Enter the Year, Fund, Program, Location, Object, Approp $ The first time any Fund, Program, Location, Object is entered, the program will prompt for the description to be filled in. After the Approp $ is filled in, Comments may be entered. Press [ENTER] to move down to the next entry. This screen will scroll as Accounts are added. As Accounts are added, 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, press [ESC] and Save Changes. STEP 2: ADD Transactions (requisitions, po's, abatements, etc.) To ADD Transactions, start entering the information starting with the Budget Year, then the Fund number, Program number, etc. After the Description is entered, the transaction can be added. As transactions are added, you will notice that information will be repeated from the previous record.
SETTING UP YOUR BUDGET
Each Account is unique and the program will not allow you put in a duplicate Account number. The terms "Account" and "Account number" mean exactly the same thing. For purposes of school/department budgets, an Account number is comprised of 5 elements. Each Account will have: 1) Budget Year Example: 97-98 or 1997-98, etc. You may use letters or numbers to designate the Budget Year. You MUST be consistent. If you have a Budget Year of 97-98 for an Account and then you use Budget Year 1997-98 (note the extra 19) 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. Budget Years may be letters or numbers up to 7 digits. 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. 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. 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. 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 7 digits long. Examples of unique Account numbers might be: 97-98 100 1150000 030 4110 97-98 101 2405400 030 4523 Some examples of Accounts with allocated money: Year 97-98 Fund 100 = General-unrestricted Program 11500000 = Instructional Program Location 030 = John Doe High School Object 4110 = Textbooks Approp $ 40,000 Year 97-98 Fund 101 = Special Projects 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 the Original Appropriation $).
ACCOUNTS (Chart of Accounts)
The SubAccount field is an optional 14 digit field. The SubAccount field allows the user to set up subaccounts (example, a Teacher account) that allow the school site to track teacher budgets without having to do double-entry AND still have 1-to-1 reconciliation with the District Office FPLO accounts. To add a SubAccount, put the cursor on the SubAccount field enter up to 14 characters (letters/numbers). Press Enter and you will be prompted: SubAccount does not exist... Add the SubAccount? Yes No Answer "No" to return to Master Form without adding this SubAccount. Answer "Yes" to add the SubAccount and you will be prompted: SubAccount Appropriation Amount $ Enter the amount you wish to appropriate to this SubAccount. The SubAccount has now been added. If you wish to verify this, place the cursor back in the SubAccount field and press [F12] Balance. This will show the appropriated $ and balance. SPECIAL NOTE: for all users with Version 5.0t or earlier. (v5.0u or later can skip this note.) WHEN UPGRADING TO A NEWER VERSION OF POWERBUDGET, please note: For Version 5.0u and later, SubAccount transactions are linked to FPLO Accounts. (ie, Teacher SMITH can be allocated $200 and the money can be spent from any account.) Prior to Version 5.0u, SubAccount appropriations and transactions are linked to FPLO Accounts. (ie, Teacher SMITH can be allocated $200 from a specific existing FPLO account and the money can be spent only from that account.) Because these are two different approaches to SubAccounts, they CANNOT be mixed within the same budget. Please contact techsupport@powerbudget.com for further details. SUBACCOUNTS
The FUND, PROGRAM, LOCATION, and OBJECT fields are codes. Each code has it's own description. For instance, the OBJECT code "4523" might have a description of "Office Supplies" A) ADDING CODES INTERACTIVELY Whenever a user enters a code (Fund,Program,Location or Object) in the Master Form (or in [F8] FPLO ACCOUNTS... ADD), the program will check to see if the code and it's description already exists. If the code exists, then the description will automatically be displayed next to the code. If the code does not exist, then the user will be prompted: Code does not exist, Add to Codes? Yes No "Yes" will prompt the user for the Code Description. Once the description is filled in, then the user will be returned to the Master Form. "No" to return to the field without doing anything (if you had inadvertently keyed in an erroneous code). B) ADDING CODES in BATCH MODE The user may also choose to enter all Codes and Descriptions prior to entering any Accounts or Transactions. When in any Code field (Fund, Program, Location, Object), press [F3] List to activate the Code Maintenance options. Pressing [F3] will display a list of the current codes. At the bottom of the screen are several options. [ESC] when done [F3] Edit [F9] Delete [F10] Add [F3] Edit will display codes and descriptions, allowing the highlighted description to be edited. (Use the up/down arrows to move between the descriptions) [F9] Delete will delete the highlighted code and description. If the code is being used by an Account or Transaction, then the deletion will not be allowed. [F10] Add will display a form... enter the Code and Description. You may add as many codes as desired. CODE MAINTENANCE
TRANSACTIONS (Requisitions, Purchase Orders, Abatements, Transfers)
For purposes of school/department budgets, a transaction is comprised of 11 elements (12 if SubAccount is used). Each transaction will have: 1) Budget Year Example: 97-98 or 1997-98, etc. You may use letters or numbers to designate the Budget Year. You MUST be consistent. If you have a Budget Year of 97-98 for an Account and then you use Budget Year 1997-98 (extra 19) 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. Budget Years may be letters or numbers up to 7 digits. 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. 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. 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. 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 7 digits long. 6) SubAccount Example: Smith or Jones, etc. You may use letters or numbers to designate a SubAccount. If the SubAccount field is filled in, then a subaccount will be created. This field is OPTIONAL. If used, then Budget Years MUST be consistent. If you have a Budget Year of 97-98 for a SubAccount and then you use Budget Year 1997-98 (note the extra 19) for another SubAccount, you have actually created 2 separate budgets. You may track as many separate SubAccounts as you wish, however, each separate account within a budget MUST have identical Budget Years. SubAccounts may be letters or numbers up to 14 digits. 7) Date Example: 07/01/97, 7/1/97, 070197, 7-1-97 If a date is not entered, then the current date will be used. 8) Req # Example: 123456 or ABCDEF, 1A2B3C, etc. Requisition numbers may be letters/numbers up to 6 digits. 9) PO # Example: 987654 or FEDCBA, A1B2C3, etc. Purchase Order numbers may be letters/numbers up to 6 digits. 10) Expended Example: 123.00, 123, 123.12, etc. 11) Encumbered Example: 123.00, 123, 123.12, etc. 12) Description Example: Any text up to 300 characters. Some examples of transactions: Example #1 Year 97-98 Fund 100 = General-unrestricted Program 11500000 = Instructional Program Location 030 = John Doe High School Object 4110 = Textbooks Teacher Date 7/1/97 Req # 123456 PO # Expended Encumbered 123.12 Description Science textbooks for Smith Example #2 Year 97-98 Fund 101 = Special Projects Program 2405400 = School Administration Location 030 = John Doe High School Object 4523 = Office Supplies Teacher Date 7/1/97 Req # 654321 PO # 234567 Expended 123 Encumbered Description Warehouse copier paper
Transactions are entered on the Master form.
All Revenue transactions are entered normally, with the following exception: The EXPENDED amount will be entered as a negative. Example: A $100 donation is an Expended -100 Revenue (Abatements, Donations, etc...)
OPEN Purchase Orders Method 1: for PowerBudget v5.0 release V or later.
(Use Utilities...User Preferences to check the PowerBudget version) This method is simple and effective. Fill in the relevant Fund, Program, Location, Object and Date and Req # (if applicable). If the PO number is not known yet, then fill in a fictitious number. (There is a Utility for changing the PO number when it becomes known. Choose [F6] Utility...Tools...Change PO number) When the PO number is entered, you will be prompted: OPEN PO? Yes No Choose Yes (Choose No if this is a standard PO) After choosing Yes, you will be prompted: Open PO Vendor Enter the Vendor Name (note that the last Vendor name entered will repeat itself, allowing it to be edited or overwritten) After entering the Vendor's name, you will be prompted: Open PO $ Amount Enter the Amount of the Open PO At this point an OPEN PO has been created. By moving back to the PO field and pressing [F12] or [ALT-B], the OPEN PO Balance will be displayed. You may continue on and fill in an Expended $ and Description if you have any transactions against this OPEN PO at this time. If there are no transactions to perform against the OPEN PO, then you may clear the screen (F10) and proceed with other business. NOTE 1: There are a separate set of tools available to work with OPEN PO's. These tools are available from [F6] Utilities...Tools ...Change PO Number ...Change Open PO $ ...Delete Open Po Change PO Number will present a list of OPEN PO numbers after choosing Open PO's. Highlight and enter on a PO... then enter the New PO number and press [Enter]. This will globally change the PO number. After changing the PO number, you will be prompted to change the Description. NOTE 2: Let's assume you want to place a $10,000 Open PO with a vendor, but split between 2 different accounts. Charging $5000 to one account and $5000 to another account. This scenario can be handled several ways. 1) Physically have 2 PO's, one for each account. This is the cleanest way because the Vendor sends an invoice against a PO and it is charged to an account. If the Vendor sends an invoice against a PO that has 2 accounts, someone has to decide which account is to be charged and this can lead to confusion. However, if you must use a single PO number with multiple accounts for OPEN PO's then do the following: 2) If the Original PO is X1234 then split it in two, using X1234a and X1234b, X1234a will be for $5000 on one account and X1234b will be the other $5000 on the second account. or 3) If the Original PO is X1234 then split it in two, using X1234 and Y1234 and the same logic as above. The balance of each PO can be checked at the Master Form using [F12] Balance. Additionally, By putting the Vendor name in the Description field for each transaction, you may easily print the total Vendor status using [F5] Print...Miscellaneous...Description... PLEASE NOTE that the preceding applies to OPEN PO's ONLY. Regular PO's may be split among as many accounts as required simply by entering the transactions.
Method 2: for PowerBudget v5.0 release U or earlier.
(Use Utilities...User Preferences to check the PowerBudget version) STEP 1. An Open PO starts with the entry of a transaction that has the total amount of the Open PO entered in the ENCUMBERED $ field. For example, Year 97-98 Fund 100 Program 1230000 Location 15500 Object 4523 SubAccount Date 7/1/97 Req # PO # 12345 Expend Encumber 1500 Description Open PO for Vendor This record never needs to be changed after its original entry. STEP 2. ALL other transactions against this OPEN PO will be entered as EXPENDED $ with a corresponding negative amount entered in the ENCUMBERED $ field. For example, the 2nd transaction for this OPEN PO might be: Year 97-98 Fund 100 Program 1230000 Location 15500 Object 4523 SubAccount Date 7/15/97 Req # PO # 12345 Expend 300 Encumber -300 Description Some goods from Vendor All other transactions against OPEN PO 12345 will follow the same pattern... enter a negative amount in the Encumbered field that is the same size as the Expended amount. Using this method will provide a detailed audit trail for each OPEN PO. This method ONLY applies to OPEN PO's, not to regular PO transactions or any other transactions.
ACCOUNT DETAILS Compiled by: Office Manager for Principal
Any School/Department Budget Year: DEMO From 01/01/00 to 11/08/97 Date 11/08/97
---------------------------------------------------------------------------------------------- Time 10:49 AM
Fund: 100 General-Unrestricted Page 1
Program: 1150000 Instructional Program
Location: 175 Any School/Department
Object: 4110 Textbooks
TOTAL AMT CURRENT EXPENDED ENCUMBERED
Fund Program Location Object BUDGET TRANSFERED APPROP. to DATE to DATE BALANCE %
---- ------- -------- ------ ---------- ---------- ---------- ---------- ---------- ---------- ----
100 1150000 175 4110 15,000.00 - 1,000.00 14,000.00 10,188.49 1,395.26 2,416.25 17
------------------------------------------------------------------------------------------------------------
TRANSACTIONS
SubAccount Date Req # PO # Description Expended Encumbered T
---------- -------- ----- ----- -------------------------------- --------- ---------- -
07/08/97 40896 HBJ (ENGLISH) 1,295.22
07/08/97 40897 WEST PUBLISHING CO (MATH) 1,794.08
07/08/97 40898 SCOTT FORESMAN (MATH) 2,876.72
07/09/97 40899 PERMA BOUND BOOKS (ENGLISH) 2,977.95
08/09/97 55433 41285 WM BROWN PUBLISHERS/SCIENCE 1,395.26
08/20/97 55512 41345 ADDISON WESLEY 1,234.94
08/25/97 41566 CANCELLED 0.00
08/25/97 Transfer to 100 1150000 175 1,000.00 T
4311
09/09/97 ABATEMENT - 245.00
09/10/97 TENSEGRITY 254.58
(s10H (s10H
(s10H (s10H
FPLO SUMMARY REPORT Compiled by: Office Manager for Principal
Any School/Department Budget Year: DEMO From 01/01/00 to 11/08/97 Date 11/08/97
-------------------------------------------------------------------------------------------- Time 12:10 PM
Page 1
FUND 100 General-Unrestricted TOTAL AMT. CURRENT EXPENDED ENCUMBERED
BUDGET TRANSFERED APPROP. to DATE to DATE BALANCE %
-------------------------------- --------- ---------- --------- ----------- --------- ---------- ----
1150000 Instructional Program
175 ASD 1160 Substitute Teachers 6,885.00 0.00 6,885.00 0.00 0.00 6,885.00 100
1150000 Instructional Program
175 ASD 4110 Textbooks 15,000.00 - 1,000.00 14,000.00 10,188.49 1,395.26 2,416.25 17
1150000 Instructional Program
175 ASD 4311 Start-Up/Instrt Mtl 24,939.00 1,000.00 25,939.00 10,308.08 0.00 15,630.92 60
1150000 Instructional Program
175 ASD 5200 Travel & Conference 0.00 0.00 0.00 0.00 123.00 - 123.00
1150000 Instructional Program
175 ASD 6490 Furniture/Equipment 1,000.00 0.00 1,000.00 0.00 2,393.00 - 1,393.00 -139
=========== ========== ========== =========== ========== ========== ====
FUND TOTALS ------------------> 47,824.00 0.00 47,824.00 20,496.57 3,911.26 23,416.17 48
=========== ========== ========== =========== ========== ========== ====
GRAND TOTAL -------------------> 47,824.00 0.00 47,824.00 20,496.57 3,911.26 23,416.17 48
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: [F7] Exit the PowerBudget program. Confirm Exit. Confirm Backup. No floppy backup required Confirm Begin. PowerBudget will process the backup and housekeeping required for optimum performance. A series of boxes will be displayed vertically, each box will turn green as it finishes processing. When the last box turns green, it will briefly display Backup Complete and then exit from the program. If you have chosen Backup from the Utilities Menu, then you will be returned to PowerBudget when done instead of exiting. BACKING UP
This utility provides a means for the user to check the underlying structural integrity of the PowerBudget database. Choosing this option will display a blinking message while the integrity is being checked. When complete, the Printer/Viewer box will be displayed. Choose Viewer and the Integrity report will be displayed on the screen. Press the END key to go to the end of the report. Any errors will be noted at the end of the report. Press [ESC] when done. INTEGRITY
This option will display a page of User Preferences: Budget Year: This is the default year. The year that is shown here will be displayed in the Master Form. Location: This field is currently not used. Budget Administrator: School Principal or ... Budget Coordinator: School Secretary or ... Report from Date: This is the default date for the FROM date. Report to Date: This is the default date for the TO date. Current Printer: Normally, default this to HP LaserJet IV Menu 0 1 2: This option affects the Function Key Menu that is at the bottom of the Master Form. 0 = No Menu 1 = Standard Menu 2 = Standard Menu with ALT We recommend leaving the default setting of 1 Backup on Drive A/B?: Choose your default backup drive here. Normally, this is your A: drive. Color: Default to Yes for Color Monitors Network: Default to 0 for most installations. SubAccount: Default to Type L. USER PREFERENCES
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 supplies, staff development, and services that are necessary for the continuing operation of the school/department. A school fiscal year is from July 1 through June 30. An example of a school fiscal year would be 98-99. To track the Budget in an accurate 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 for the fiscal year. After an Account has been established, it is possible to track each expenditure from each Account. Each expenditure is called a Transaction. PowerBudget is designed to be flexible. Budgets can be created to match District Office/County Accounting Department Account numbers. In addition to tracking Department and Categorical budgets, PowerBudget has single-entry Teacher or Team/Project accounts. 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 reflect an adherence to District Office budgets.
What is a Budget?
TIP 001: To clear the Master form, press [F10] when in the Master form. TIP 002: The Exit option on any vertical menu will return to the Master Form. TIP 003: Money can be transferred between Accounts by pressing [F11] Transfer when in the Master form. TIP 004: Account Balances may be displayed by pressing [F12] Balance when in the Master form. TIP 005: 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 Approp $. There is a simple way of updating these Accounts after you receive your actual Budget $ amounts. Press [F8] Accounts Choose FPLO Accounts Choose Browse Choose Account # Pick an account # and all accounts starting from the chosen account will be displayed. Change the Original Appropriations as required. TIP 006: Account Numbers can also be added directly from the Master form. (ie, [F8] not required to add Account Numbers) Simply start entering transactions and the program will prompt for any necessary information. TIP 007: When presented with a multiple check list of items, for instance choosing [F5] Print, Account Detail...after choosing the dates, a check list of Account numbers is displayed. You may choose individual items by highlighting the item then pressing [ENTER]. This places a checkmark next to the item. To remove a checkmark, highlight the item and press [ENTER]. Pressing [SHIFT][F6] will place a checkmark next to all values. Pressing [SHIFT][F6] again will remove all checkmarks. When all items have been checked, press [F2] to proceed. TIP 008: From the Master form, you may choose any of the [F1] through [F12] options by pressing the [ALT] key and the highlighted letter. For instance, from the Master form, press [ALT]F to find records, same as [F2], or press [ALT]P to print reports, same as [F5]. TIP 009: To refresh the video display (missing background), press [ESC] or [F10]. TIP 010: A way to reassure yourself that your data is safe is to use [F6] Utilities and choose Integrity. This will check the PowerBudget structure and data storage facilities. You may print the results or view them on screen. Look at the end of the report for any reported errors. TIP 011: If post-dated transactions are entered (ie, the date entered is LATER than today), be sure to change the TO date to encompass all desired transactions when printing reports. TIP 012: Review an OPEN PO, enter the PO No and press [F4]. To see the totals for the Expended and Encumbered fields, use the following procedure: After pressing [F4] to bring up a list of records... Use the Tab key to move into the Expended or Encumbered field. Press the ALT key to highlight the top menu bar. Use the right arrow and move to Calculate, use down arrow to Aggregate, use down arrow to Sum. When done, a bar will display at the bottom of the records with the appropriate Sum amount. Now move the cursor with the Tab key to the other field (Expended or Encumbered)and repeat the steps. TIP 013: When using [F2] to find records, the description field has a limited display. Highlight the description field and press [SHIFT][F4] to display the entire field. TIP 014: To find a transaction based on a description, go to the Description field and enter a snippet of the description and press [F2] to find, or [F4] to scan all transactions whose descriptions contain your request. TIP 015: Any income (including Abatements) can be entered using one of three methods. A) Use [F11] Transfer..Multiple FPLO's option. Treat income as an INCREASE to the Account. The system will automatically produce a transaction record with a negative expenditure. B) Directly enter any income as a transaction with a negative expenditure. C) Edit the Original Appropriation $ using [F8] FPLO Accounts... Edit... Account # and use the Comments field for audit detail information. TIP 016: To quickly check the balance of an Open PO, type in the PO # in the PO field on the Master form, then press [F12] Balance. Press [F4] to scan the transactions for the Open PO. TIP 017: For [F2] Find or [F4] Scan, the ALT key will toggle between the top menu bar and the screen display. Note: The top menu bar for [F2] Find has a GO TO option. This option is being obseleted. To move between transactions use the [PageUp] and [PageDown] keys. TIP 018: Transaction records may be deleted using the following: A) [F2] Find... After retrieving one or more records, use [PageUp]/[PageDown] to move to the record to be deleted. Highlight the record and press [ALT] to [DELETE ROW]. You will be prompted to confirm the deletion. In PowerBudget v5.0X and earlier, the following may be used: B) [F4] Scan... After retrieving one or more records, use [Up]/[Down] to move to the record to be deleted. On the highlighted record, press [F9]. You will be prompted to confirm the deletion. Alternatively, after highlighting the desired record, press [ALT] to access the top menu bar, move cursor to [EDIT], use [Down] to move to [DELETE ROW]. Press [ENTER] and you will be prompted to confirm the deletion. TIP 019: To start and new year without having to recreate all of your Accounts, choose [F8] FPLO Accounts... New Year. TIP 020: Use [ALT][ENTER] (hold down the ALT key and press ENTER) to switch between Full Screen and Window. Use [ALT][TAB] to switch between active programs. Use [CTRL][ESC] to switch from Full Screen to Win95/98/NT desktop.
TIPS
In order to work on your school budget between two locations (ie, office computer to home computer and back), your must first install Powerbudget on both systems. The following procedures will allow you to move the budget data between the two systems.
Transporting your PowerBudget First, insure that your floppy disk is OK by performing a THOROUGH SCANDISK on the floppy:
Place the floppy in the drive and from the Windows desktop, go to START...PROGRAMS...ACCESSORIES...SYSTEM TOOLS...SCANDISK. Choose the A: drive and Thorough (not standard) then click Start. Even high-quality floppy disks have a high failure rate (10-20%), therefore, SCANDISK should be performed whenever Backing up or Restoring from floppy.
To transport your PowerBudget, please use the following instructions:From Computer to Floppy Disk
1. When exiting from PowerBudget, choose Yes to Backup. 2. Choose Yes to Backup to Floppy. 3. If your floppy drive is Drive A:, then choose Yes to Backup to Drive A:. NOTE: If your computer has only one drive, it is A:. 4. OR, if your floppy drive is B:, then choose No to Backup to Drive A:. 5. Insert a formatted floppy in the appropriate drive and press [ENTER]. 6. Choose Yes to Begin Backup Now. When done, remove the floppy disk. This floppy will be used to restore your budget data.From Floppy Disk to Computer 1. Start PowerBudget. 2. Go to [F6] Utilities...Tools...Restore from Floppy. 3. Choose A: Drive or B: Drive as appropriate. NOTE: If your computer has only one drive, it is A:. 4. Insert the floppy and press [ENTER] to Restore from Floppy. 5. When done, remove floppy and press [ENTER] to return to PowerBudget. NOTE: You may use the same floppy multiple times, PowerBudget will overwrite the backup files (BUDGET.BUP and LAYOUT.DAT) each time. To keep a PERMANENT backup on floppy, DO NOT reuse the floppy.
1) Using the mouse, move the cursor to a clear area on the screen desktop and Click the RMB (Right Mouse Button). Proceed to step 2 using the LMB (Left Mouse Button) ---------------------------------------------------------------------------- 2) Scroll New 3) Scroll&Click Shortcut 4) Type C:\budget50\budget.bat @ Command line 5) Click Next 6) Type PowerBudget v5.0 @ Select a Name for Shortcut 7) Click Next 8) Click Finish @ Select an Icon 9) Move the cursor over the new Budget Icon and Click on the RMB. 10) Click Properties At bottom of list The displayed form has 6 tabs at the top 11) 12) Click Program Click tab at top of form 13) Change BUDGET to PowerBudget v5.0 Change the icon name 14) Click Close on exit Places checkmark in box 15) Click Advanced At bottom of form 16) Click Prevent MS-DOS-based programs from detecting Windows 17) UnClick Suggest MS-DOS mode as necessary (must be unchecked) 18) Click OK At bottom of form 19) Click Apply At bottom of form 20) Click Memory Click tab at top of form 21) Conventional Memory = Scroll to 320 and click 22) Click Protected 23) Initial Environment = Scroll to 1024 and click 24) Expanded (EMS) Memory = None or not applicable 25) Extended (XMS) Memory = Scroll to 7168 and click 26) Click Uses HMA (must be checked) 27) MS-DOS protect mode (DPMI) memory = Scroll to 8192 and click 28) Click Apply At bottom of form 29) Click Screen Click tab at top of form 30) Click Full Screen @ choice of full screen/window 31) Click Misc Click tab at top of form 32) UnClick Screen Saver Disable screen saver 33) Click OK At bottom of form to return to your desktop. 34) Double-click on the PowerBudget v5.0 icon to activate PowerBudget.
Create a Windows 95 Shortcut
To create a clickable icon... 1) From the Program Manager, click on FILE 2) Click NEW 3) Click PROGRAM GROUP and OK 4) Type PowerBudget v5.0 @ Description box 5) Click OK and a PowerBudget group window will be displayed. 6) Click FILE 7) Click NEW 8) Click PROGRAM ITEM and OK 9) Type PowerBudget v5.0 then TAB @ Description box 10) Type C:\BUDGET50\BUDGET.BAT then TAB @ Command line box 11) Type C:\BUDGET50 then TAB @ Working box 12) Click OK 13) From inside Windows 3.x... To use PowerBudget v5.0, double-click the icon from the desktop, then double-click the PowerBudget v5.0 icon. OR 14) From the DOS prompt... To use PowerBudget v5.0, type in BUDGET and press ENTER.
Windows 3.x PIF
Use [ALT][ENTER] (hold down ALT key and then press ENTER) to switch between Full Screen and Window. Use [ALT][TAB] to switch between active programs. Use [CTRL][ESC] to switch from Full Screen to the Win95/98/NT desktop. PowerBudget defaults to Full Screen upon installation. If you wish to operate within a Window, then the PowerBudget icon must be edited. To edit the icon, close all programs and return to your Win95/98/NT desktop. Move the mouse over the PowerBudget icon and click the Right Mouse Button. This will activate a menu. At the bottom of this menu is a PROPERTIES option. Choose this and then choose the SCREEN tab at the top. Choose Full Screen or Window as desired, then click OK. The first time you open PowerBudget with the new settings, the window will be a reduced size. Click the middle icon of the three icons in the upper right corner of the window to maximize the window. The screen shots used in the PowerBudget Guidelines have Display Settings of 800x600 and Large Fonts Full Screen/Window
The on-site warehouse feature is used when a site purchases and stores office/teacher supplies on-site for distribution as needed. As an example, a site may purchase $500 worth of pens, pencils, paper, etc. from a local office supply store. This is a single transaction. The $500 is expended against an Account. However, as the supplies are requested and distributed, it is necessary to track this expenditure in finer detail. Generally, tracking this finer detail is done when SubAccounts have been set up. To track these on-site supplies after the original $500 has been expended, simply enter another transaction against the SubAccount. For the Req #, fillin the word STOCK. This insures that the original account will not be debited any further, yet the SubAccount will be debited. NOTE: Any transaction can turned into an On-site warehouse transaction by entering a Y in the OnsiteWH field that is available by using the [F4] Scan option. Use [F4] Scan to bring up the transaction, then press [F4] again to zoom in and the OnsiteWH field is available near the bottom of the list. The expended amount for any transaction that has a Y in the OnsiteWH field WILL NOT be calculated in an Account balance, only in a SubAccount balance. ON-SITE WAREHOUSE
PowerBudget "Quick-Start" Tutorial
Many of us prefer to "jump right in" rather than read the guidelines first. As much as we would like you to go through the guidelines, the following tutorial is intended to accelerate your use of PowerBudget. Please note that with each section of this tutorial you'll find page references to the guidelines that will provide you with additional information. You will also note that as you use PowerBudget for the first time, the program will often offer you selection "prompts". We have defaulted these prompts to the most efficient action or as "safety nets", however you may override most of them at your discretion.
"Quick-Start" Overview
This "quick-start" will take you from installation, through creating a mini-chart of accounts, transactions both requisitions and purchase orders, transfers, reports and saving off your work. Once you have completed this exercise you will have used most of the essential elements of the program. We still want you to read the book, please?
Installation: Download v5.0 or v6.0 from the Internet. Double-Click the saved file. An Extract box will be displayed. Click a Checkmark next to "Run After Extraction", then Click Extract. Accept the default directory.
Close all windows and then click on the PowerBudget icon on your desktop. You will now be at the Master Form (pgs 1-6).
*This is a hands-on, number crunching program... so please park your mouse...out of reach!!!
Function Keys: Reference your keyboard help template (pgs 7-8).
Setting up your Budget: Enter the budget year/year field. F8 choose SACS, add. Create several accounts with allocations. You may use the F3 key in each field to select codes from lists. (pgs 9-12). F12/year field, if you wish to check acct. balances. (pgs 7-8)
SubAccounts: If you wish to allocate to subaccounts (ie: teachers/departments), in the subaccount field, type acct. name (ie:smith/jones), yes to add, enter $ allocation.
Transactions: In the year field, F3,F3 displays all accounts. Highlight and enter on an account for an expenditure. Enter transaction data. Complete a requisition/encumbered for now. (You have 300 character spaces in the description field.)
To view, in the requisition field (F4, yes, enter on req#, F4) displays a spreadsheet then vertical account display.
To edit in the same field,(F2, yes, checkmark-F2), add the PO# and change encumbered amount to expended.(RULE: Encumbered + Expended = Actual Amount of Expenditure.)
Transfers: In any field, F11, SACS to SACS (single acct transfer to single acct). Transfer FROM, enter on acct, enter $ amt, Transfer TO, enter on acct, ESC... Done!
Multiple account transfers are also available (from 1 account to many accounts or from many accounts to many accounts).
Reports: In any field, F5 REPORTS, enter Account Detail, enter/enter for default dates, enter/F2 on Account, Separate, Date, Viewer. Using L/R arrow keys allows you to peruse this report. Escape. Enter Summaries, enter/enter for dates, SACS, Viewer. L/R arrow keys to view. These are the two most commonly used reports, however you will notice that you have many other report options available. You may want to print some of these reports to get familiar with the layouts of each.
Saving: F7, Exit? yes, Print updated reports?(your option), Backup? yes, To floppy? no, Begin now? yes. At this point you will notice a series of boxes. When they have all turned green you have saved your data and exited the program.
Tips: These procedures and many others are referenced in the Tips section of the guidelines. Please familiarize yourself with the entire book and especially this page.