Transactions

No transactions can be entered until all supporting tables have been built in the Maintenance section of the system.

The Transactions window allows a user to enter allocations or expenses.   Allocations can be entered through the Allocate Funds or Collections buttons.   Expenses can be entered through the Expenses or Salaries buttons.

The Close button will close the Transactions window and return to the main window.

Allocate Funds

The Allocate Funds window allows the data entry and maintenance of financial allocations by date, Job Code, EBLI Code, Work Activity Code, Budget Group Classification Group Code, etc.:

The only command button on the window is labeled "Close".  Clicking on "Close" will close this window and return to the Transactions window.   

Each allocation is stamped with a Date Created and Date Updated. Any changes to the allocation after it is created will change the Date Updated to the date of the change.   Allocation records can be deleted by selecting the far-left column next to the "Date Allocated" column and then pressing the "Del" key.   Multiple records can be selected at once by holding down the left mouse button as you drag the pointer down the far-left column.  Pressing the "Del" key will delete all records selected.

Collections

The Collections window lists all records of Fee Demo collections and allows deposits to be enter in batch.  The Date Collected, Total Collected and the assigned Bill Numbers are entered and displayed  in numercial order by a BFC ID.  This BFC ID is assigned by ALEX until the collection is verified by NFC and a Bill Number is assigned to indicate the collection can now be spent on expenses.

The Select button in the far left column is used to display all the Fee Demo sites from which the money was collected.

By clicking on one of the Select buttons to the left of a BFC ID a Fee Demo collection record will be displayed.  For example:

The total collected amount is entered and broken down per Fee Demo Site by District’s Infra Code per site and the amount collected per site. Comments about each collection can also be entered, if needed.  

Once the collection has been entered, it can be posted to allocations by clicking the "Post" or "RePost" button.  "RePost" indicates that it has already been posted.   Clicking on the printer icon button will print a posted Bill for Collection. The printed copy can be used to compare the deposit with the distribution of collected amounts across Job Codes and/or Management Codes.

Expenses

The Expenses window allows expenditures, other than salaries, to be entered by Date of Expense, a Job Code, an optional Transaction Code, a Budget Object Code and the amount of the expense.   

Note:  Dates of expense prior to Oct 1, 1999 require a Management Code.

The amount of the expense can be recorded in either the Obligated Amount field or the Actual Amount field.  The Projected indicator labeled "Prj" is used to flag an amount as projected.  Recurring Payable accounts and a Description of the expense can also be entered.

Expenses for Fee Demo Sites require an Infra Code to be selected as well as a GAO Category code.

Both the Obligated Amount and the Actual Amount can be defaulted to the other’s amount by double-clicking in the one that you want to change.  Double clicking in the Actual Amount field changes it to the amount in the Obligated Amount and vice versa.

The Payable/Account field allows you to quickly associate an expense with a recurring payable account.  It is a drop down list box of all Payable accounts that have been set up with their associated account number.  Further detail can be entered in the Description field.

Each expense is stamped with a Date Created and Date Updated.  Any changes to the expense after it is created will change the Date Updated to the date of the change.  

Note:  Expense records can be deleted by selecting the far left column next to the Date of Expense column and then pressing the "Del" key.  Multiple records can be selected at once by holding down the left mouse button as you drag the pointer down the far-left column.  Pressing the "Del" key will delete all records selected.

Salaries

The Salaries window allows salary expenditures to be entered by Date of Expense, a Job Code, an optional System Transaction Code, a Budget Object Code and the amount of the expense.  The amount of the expense can be recorded in either the Obligated Amount field or the Actual Amount field.   The Projected indicator labeled "Prj" is used to flag an amount as projected.  This window is very similar to the Expenses screen.

Note:  Dates of expense prior to Oct 1, 1999 require a Management Code.

Salary expenses are entered by first selecting an employee listed in the Employee drop-down list box.  Selecting an employee activates Salary Code, Pay Period and Hours.  

The Salary Code drop-down list box displays all valid Salary Transaction Codes.   Once selected, the Trans Code and Budget Object Code both default to the values set up for the Salary Transaction Code.  

Note:  If the default values of Trans Code and Budget Object Code are not correct then they can be overridden in this window.  However, they should also be corrected in the Salary Transaction Code maintenance window for future transaction defaults.

The Pay Period drop-down list box displays all Pay Periods set up in the system.  Pay Periods repeat every year, so the correct year must also be selected when choosing the Pay Period.

Salary expenses for Fee Demo Sites require an Infra Code to be selected as well as a GAO Category code.

The Hours field allows you to enter the number of hours worked.

A salary expense amount is computed automatically as an Obligated Amount as long as the Actual Amount field is left at $0.00 or blank.  Both the Obligated Amount and the Actual Amount can be defaulted to the other’s amount by double clicking in the one that you want to change.  Double clicking in the Actual Amount field changes it to the amount in the Obligated Amount and vice versa.

Each expense is stamped with a Date Created and Date Updated.  Any changes to the expense after it is created will change the Date Updated to the date of the change.   Expense records can be deleted by selecting the far left column next to the "Date of Expense" column and then pressing the "Del" key.   Multiple records can be selected at once by holding down the left mouse button as you drag the pointer down the far-left column.  Pressing the "Del" key will delete all records selected.

Last Updated:  March 17, 2001