Specification Additions

SPECIFICATION ADDITIONS allows for the addition of line item numbers to the Budget Specification file. It is suggested that you begin numbering the items at 100, and incrementing by hundreds to allow for insertion of additional item lines later, if required.

01 = LINE #

Enter the sequential line number to be added to the file. When projections are run, the system performs calculations in line item order.

02 = CALC CODE

Enter the calculation code for this line item (defined in Budget Parameter module).

03 = START ACCT #

Enter the first GL account to be used in the calculation on this line. If the actual starting account is not known, 'wild cards' may be inserted. These are defined by the use of '?' to replace any dictionary level part. NB: To select accounts by GL account/alias levels, <CR>.

04 = END ACCT #

Enter the last GL account to be used in the calculation on this line. If the actual ending account is not known, 'wild cards' may be inserted. These are defined by the use of '?' to replace any dictionary level part. NB: <CR> to select accounts by GL account/alias levels. A second screen will allow you to specify the selection if <CR> is done for both START ACCT# and END ACCT #.

05 = LO-LIMIT

Enter the minimum budget amount for this line.

The amount entered in this field will over-ride the results of any calculations which would cause the budget amount to be less than this figure. This field is optional and may be left blank.

06 = HI-LIMIT

Enter the maximum budget amount for this line. This field is optional and may be left blank.

The amount entered in this field will over-ride the results of any calculations that would cause the budget amount to be greater than this figure.

For example:

#BABU   =  1000.00

LIMIT      = 1100.00

CALCULATION - #BUNE=#BABU*2

Normal result = 2000.00, but because of the limit, result = 1100.00. This field is optional; it may be left blank.

07 = FACTOR

If you enter a FACTOR, it can be used in a calculation and reduce the number of unique calculations required.

Calculation code. If the word FACT is used in a calculation, the value entered here will replace it. For example:

CALCULATION -     #BUNE=FACT*#BABU

In this manner, the same calculation may be used on different account ranges, producing different results. This field may be left blank.

08 = APPLICABLE BUDGET YEARS

Enter the budget years to which this line will apply. The projections are run on a specific year basis; the calculations will be performed for this line item only when the year is applicable. Up to 9 years may be specified.

09 = ASSOCIATED GL ACCOUNTS

Enter up to 10 other GL accounts this line item will apply to. The system will perform the function indicated in the specification based on the value of the associated account(s).

Calculations must be performed on the associated accounts first in order for this calculation to be valid. If more than one associated account is specified, the system will take the sum of these accounts as the basis for the calculations in the account(s) indicated. Example, if the calculation for this line represents a benefit (UIC, etc.), then the GL accounts for the salaries will likely be specified as the associated accounts since the benefits costs are salary based.

Wild cards are permitted in the associated account field(s) as well.

10 = NAME

Enter a description for this specification. This name is provided so you can document your specifications for later reference.

The account(s) to be referenced in this calculation may also be selected by GL Dictionary part number. If <CR> is entered to both the start and end account fields, the system will display a second screen to specify account selections:

E#

The number of Dictionary element as referenced in the BAS Profile Records. The system will display the first four characters of the element name. (01-12 Account Code, 17-46 Account Alias Code, and 61-90 Budget Alias Code)

START CODE

Enter the Dictionary value from which this specification is to start.

END CODE

Enter the Dictionary value at which this specification is to end.

If a budget calculation is desired on all Dictionary validations within a certain element (all Revenue accounts, for example), then it is not necessary to enter this element in the option fields.

When all elements have been entered, <CR> to clear the screen for the next item.