(Requisitions, Purchase Orders, Abatements, Transfers)
Transactions are entered on the Master form.
For purposes of school/department budgets, a transaction is comprised
of 15 fields (16 if SubAccount is used). Each transaction will have:
1) Budget Year Example: 98-99 or 1999-99, etc.
You may use letters or numbers to designate the
Budget Year. You MUST be consistent. If you
have a Budget Year of 98-99 for an Account and
then you use Budget Year 1998-99 (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: 01, 02, etc.
The actual Fund numbers are the numbers used
by your district. Some types of Funds are
General-Unrestricted, General-Restricted,
etc. Your specific Fund numbers are supplied
by your District Office or County Accounting
Departments. Fund numbers may be letters or
numbers up to 2 digits.
3) Resource Example: 1150, 1000, etc.
The actual Resource numbers are the numbers
used by your district. Some types of Resources
are Instructional Program, School Administration,
Chapter I, etc. Your specific Resource numbers
are supplied by your District Office or County
Accounting Departments. Resource numbers may
be letters or numbers up to 4 digits.
4) Project Year Example: 0, 1, etc.
The actual Project Year numbers are the numbers
used by your district. Your specific Project
Year numbers are supplied by your District Office
or County Accounting Departments. A Project Year
may be a letter or number, 1 digit long.
5) Goal Example: 1000, 2000, etc.
The actual Goal numbers are the numbers used by
your district. Your specfic Goal numbers are
supplied by your District Office or County
Accounting Departments. A Goal may be letters
or numbers up to 4 digits.
6) Function Example 1000, 2000, etc.
The actual Function numbers are the numbers used
by your district. Your specfic Function numbers
are supplied by your District Office or County
Accounting Departments. A Function may be
letters or numbers up to 4 digits.
7) Object Example: 4110, 4310, 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 4 digits long.
8) School Example: 001, 111, etc.
The actual School numbers are the numbers used
by your district. Your specific School numbers
are supplied by your District Office or County
Accounting Departments. School numbers may be
letters or numbers up to 3 digits long.
9) Management Example: 1000, 9999, etc.
The actual Management numbers are the numbers
used by your district. Your specific Management
numbers are supplied by your District Office or
County Accounting Departments. Management numbers
may be letters or numbers up to 4 digits long.
10) 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 98-99 for a SubAccount and then you use
Budget Year 1998-99 (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.
11) Date Example: 07/01/98, 7/1/98, 070198, 7-1-98
If a date is not entered, then the current date
will be used.
12) Req # Example: 123456 or ABCDEF, 1A2B3C, etc.
Requisition numbers may be letters/numbers
up to 6 digits.
13) PO # Example: 987654 or FEDCBA, A1B2C3, etc.
Purchase Order numbers may be letters/numbers
up to 6 digits.
14) Expended Example: 123.00, 123, 123.12, etc.
15) Encumbered Example: 123.00, 123, 123.12, etc.
16) Description Example: Any text up to 300 characters.
Some examples of transactions:
**********************************************************************
Year 98-99
Fund 01 = General-unrestricted
Resource 1100 = Lottery
Project Year 0
Goal 1110 = Regular Education K-12
Function 1000 = Instruction
Object 4110 = Textbooks
School 175 = Any School/Department
Management 1000 = Management code
SubAccount
Date 8/9/98
Req # 55433
PO #
Expended
Encumbered 1395.26
Description WM BROWN PUBLISHERS/SCIENCE
***********************************************************************
Year 98-99
Fund 01 = General - unrestricted
Resource 1100 = Lottery
Project Year 0
Goal 1100 = Regular Education K-12
Function 1000 = Instruction
Object 4311 = Office Supplies
School 175 = Any School/Department
Management 1000 = Management code
SubAccount
Date 7/8/97
Req #
PO # 40898
Expended 2876.72
Encumbered
Description SCOTT FORESMAN (MATH)
***********************************************************************
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