(Requisitions, Purchase Orders, Abatements, Transfers)
Transactions are entered on the Master form.
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
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