Update Budget Master File

To update or review the contents of the Budget Master File, perform the following procedures.  This conversation can be used to add, change, delete, mass maintain, and inquire into Budget Master File records.  Both financial and statistical records can be updated and reviewed.

Selection Function

1.   Enter the Budget Master Maintenance option on the GLMENU to display the Budget Selection Screen (GL800S01).

Select Record and Type of Processing

2.   The selection screen is used to select the Budget Master File record to be processed and the type of processing to be performed.  Enter the budget year and sequence to define the budget records to be maintained.  Enter the company, location, account number, and center number to select the specific record to be processed.  Enter the data type field to determine whether to maintain records for financial, statistical or both data types.  Enter the sequence and transaction codes to select the type of processing to be performed.  After you enter data into the input fields on the screen, press the ENTER key.

If you will perform mass create, mass change, or mass delete functions, leave the screen fields blank and press the Mass Maintenance key (F19).  (See step 10, Mass Create Budget Records, step 11, Mass Change Budget Records, and step 12, Mass Delete Budget Records.)

Add Budget Records

3.   To add a record to the Budget Master File, enter the appropriate record identification information on the selection screen.  Then determine whether to create financial or statistical records.  Enter F in the data type field to create only financial records.  Enter S to create only statistical records.  Enter B to create both types of records.  Leave the sequence field blank and enter A in the transaction code field.  Press the Enter key to validate all data.  If any data is invalid or if a record already exists on the file, an error message is displayed.  If the data is valid and if only financial or both financial and statistical records will be created, the Financial Budget Amount Screen (GL800S02) is displayed.

The Statistical Budget Amount Screen (GL800S03) is displayed if only statistical records are being created.

Add Financial Records

4.   The Financial Budget Amount Screen allows you to enter calculation parameters or actual period amounts for financial budgets.  The current year actual period amounts and the budget amounts until year-end for the current budget specified on Reference File category 134 are displayed in the current actual/budget fields.

To calculate budget values, enter the budget maintenance code and the appropriate calculation parameters and press the Enter key.  If any of the entered data is invalid, an error message is displayed.  If the data is valid, the calculated quarter, total year, and fiscal period values are redisplayed on the Financial Budget Amount Screen.  If necessary you can maintain the new values or rerun the calculations.  You must validate all changes by pressing the Enter key.

To enter prepared budget values, enter the budget amounts in the appropriate fields and press the Enter key.  The Financial Budget Amount Screen is redisplayed showing the effect of the entered data.  You can change the new values at this time.  You must validate all changes by pressing the Enter key.

After all amounts are validated, press the End Transaction key (F22) to add the budget record to the Budget Master File.  If you are creating only financial records, the selection screen is redisplayed.  If you are also creating statistical records, the Statistical Amount Screen is displayed.

Because maintenance transactions are not posted to the Budget Master File until you press End Transaction key (F22), it is possible to cancel all processing before the end of the transaction.  To cancel a maintenance transaction, press the Cancel Transaction key (F13).  A new selection screen is displayed.

Because maintenance transactions are not posted to the Budget Master File until you press the End Transaction key (F22), it is possible to cancel all processing before the end of the transaction.  To cancel a maintenance transaction, press the Cancel Transaction (F13).  A new selection screen is displayed.

Add Statistical Records

5.   The Statistical Budget Amount Screen allows you to enter calculation parameters or actual period amounts for statistical budgets.  The current year actual period amounts and the budget amounts until year-end for the current budget specified on Reference File category 134 are displayed in the current actual/budget fields.

To calculate budget values, enter the budget maintenance code and the appropriate calculation parameters and press the Enter key.  If any of the entered data is invalid, an error message is displayed.  If the data is valid the calculated quarter, total year, and fiscal period fields are displayed on the Statistical Budget Amount Screen.  If necessary you can maintain the new values or rerun the calculation.  You must validate all changes by pressing the Enter key.

After all amounts are validated, press the End Transaction key (F22) to add the budget record to the Budget Master File.  The selection screen is redisplayed.  Because maintenance transactions are not posted to the Budget Master File until you press F22, you can cancel all processing before the end of the transaction.  To cancel a maintenance transaction, press the Cancel Transaction key (F13).  A new selection screen is displayed.

Change Budget Records

6.   To change records on the Budget Master File, enter the appropriate record identification information on the selection screen.  Then determine whether to change financial or statistical records.  Enter F in the data type field if you are changing only financial records.  Enter S to change only statistical records.  Enter B to change both types of records.

You can use the sequence field to initiate a browse capability that will prompt you with a new record to change after each record you update.  To update multiple master records in account sequence, enter A in the sequence field.  To update in center sequence, enter C.  Otherwise leave the sequence field blank.  When you enter the sequence field, the conversation automatically retrieves a new master record for updating after the previous master record has been updated.  This allows you to update records either account or center number sequence without returning to the selection screen after each update.

Enter C in the transaction code field.  Press the Enter key to validate all the data.  If any data is invalid or if a record does not exist on the file, an error message is displayed.  If the data is valid, the Financial Budget Amount Screen is displayed if you are changing only financial or both financial and statistical records.  The Statistical Budget Amount Screen is displayed if you are changing only statistical records or both financial and statistical records but only the statistical record exists.

Change Financial Records

7.   The Financial Budget Amount Screen allows you to enter calculation parameters or actual period amounts for financial budgets.  The current budget amounts for the record are displayed in the working budget fields.  The current year actual period amounts and the budget amounts until year-end for the current budget specified on Reference File category 134 are displayed in the current actual/budget fields.  Budget records can be changed only if the freeze flag is set to N, allow maintenance on Reference File category 110, Budget Sequence Title, for the budget being processed.

To calculate budget values, enter the budget maintenance code and the appropriate calculation parameters and press the Enter key.  If any entered data is invalid, an error message is displayed.  If the data is valid, the calculated quarter, total year and fiscal period fields are displayed on the Financial Budget Amount Screen.  You can maintain the new values or rerun the calculation.  You must validate all changes by pressing the Enter key.

To enter prepared budget values, enter the budget amounts in the appropriate fields and press the Enter key.  The Financial Amount Screen is redisplayed showing the effect of the entered data.  You can change the new values at this time.  You must validate all changes by pressing the Enter key.

After all amounts are validated, press the End Transaction key (F22) to update the budget record on the Budget Master File.  If the browse capability has not been initiated and only financial records are being changed, the selection screen is displayed.  If both financial and statistical records are being changed, the Statistical Budget Screen is displayed if the statistical record exists.  Otherwise, the selection screen is displayed.  If the browse capability has been initiated, the Financial Budget Screen is displayed if only financial records are being processed or if both financial and statistical records are being processed and the next record that exists in the processing sequence is financial.  In this case, if the next record that exists in the processing sequence is statistical, the Statistical Budget Screen is displayed.  You can either update this record, or end the browse.  To end the browse and display a new selection screen, press the End Browse key (F4).

Because maintenance transactions are not posted to the Budget Master File until you press the End Transaction key (F22) , it is possible to cancel all processing before the end of the transaction.  To cancel a maintenance transaction, press the Cancel Transaction key (F13).  A new selection screen is displayed if you have not initiated the browse capability.

If you have initiated the browse capability and you press F13, the Financial Budget Amount Screen or the Statistical Budget Amount Screen for the next master record in the selected sequence displayed.  You can either update this record, or end the browse.  To end the browse, press the End Browse key (F4).

Change Statistical Records

8.   The Statistical Budget Amount Screen allows you to enter calculation parameters or actual period amounts for statistical budgets.  The current budget amounts for the record are displayed in the working budget fields.  The current year actual period amounts and the budget amounts until year-end for the current budget specified on Reference File category 134 are displayed in the current actual/budget fields.  Budget records can be changed only if the freeze flag is set to N, allow maintenance on Reference File category 110, Budget Sequence Title, for the budget being processed.

To calculate budget values, enter the budget maintenance code and the appropriate calculation parameters and press the Enter key.  If any of the entered data is invalid, an error message is displayed.  If the data is valid, the calculated quarter, total year, and fiscal period are displayed on the Statistical Budget Amount Screen.  If necessary you can maintain the new values or rerun the calculation.  You must validate all changes by pressing the Enter key.

To enter prepared budget values, enter the budget amounts in the appropriate fields and press the Enter key.  The Statistical Budget Amount Screen is redisplayed showing the effect of the entered data.  You can change the new values at this time.  You must validate all changes by pressing the Enter key.  After all amounts are validated, press the End Transaction key (F22) to update the budget record on the Budget Master File.  The selection screen is redisplayed if you have not initiated the browse capability.

If the browse capability has been initiated, the Statistical Budget Screen is displayed if only statistical records are being processed or if both financial and statistical records are being processed and the next record that exists in the processing sequence is statistical.  If the next record that exists in the processing sequence is financial, the Financial Budget Screen is displayed.  If necessary, you can update the displayed record or you can end the browse.  To end the browse and display a new selection screen, press the End Browse key (F4).

Because maintenance transactions are not posted to the Budget Master File until you press the End Transaction key (F22) it is possible to cancel all processing before the end of the transaction.  To cancel a maintenance transaction, press the Cancel Transaction key (F13).  A new selection screen is displayed if you have not initiated the browse capability.

If you have initiated the browse capability and you have been updating both financial and statistical records, the Financial Budget Amount Screen is displayed with the budget data for the next master record in the selected sequence.  Otherwise, the Statistical Budget Amount Screen is redisplayed with the budget data for the next master record in the selected sequence.  If necessary, you can update the displayed record, or the browse.  To end the browse function and display a new selection screen, press the End Browse key (F4).

Delete and Review Budget Records

9.   To select Budget Master File records to be deleted or reviewed, enter the appropriate record identification information on the selection screen.  Then determine whether to process financial or statistical records.  Enter F to process financial records, S to process statistical records, or B to process both types of records.

When reviewing records (inquiry only) you can use the sequence field to initiate a browse capability that will prompt you with the next record to review.  To review multiple master records in sequence, enter the sequence field.  Otherwise, leave the sequence field blank.  When you enter the sequence field, the conversation automatically retrieves a new master record after the previous master record has been processed.  Enter A to browse in account sequence.  Enter C to browse in center sequence.  This allows you to process records in either account or center number sequence without returning to the selection screen after each record is processed.

Enter D in the transaction code field to delete or I to perform inquiries.  Press the Enter key to validate the data.  If any data is invalid or the record does not exist on the file, an error message is displayed.  If the data is valid, the Financial Budget Amount Screen is displayed if you are processing only financial or both financial and statistical records.  The Statistical Budget Amount Screen is displayed if you are processing only statistical records.

To complete the indicated function and update the Budget Master File, press the End Transaction key (F22) from any conversation screen.

If you have not initiated the browse capability, the selection screen is redisplayed.  If you have initiated the browse capability, either the Financial Budget Amount or the Statistical Budget Amount Screen is displayed with the data for the next record in the selected sequence.  You can either process the displayed record, or end the browse.  To end the browse and display a blank selection screen, press the End Browse key (F4).

Because each maintenance transaction is not posted to the Budget Master File until you press the End Transaction key (F22), it is possible to cancel all processing at any time before the end of the transaction.  To cancel a maintenance transaction, press the Cancel Transaction key (F13).  This causes a new selection screen to be displayed if you have not initiated the browse capability.  If you have initiated the browse capability, the Financial Budget Amount Screen or the Statistical Budget Amount Screen for the next record in the selected sequence is displayed for processing.

Mass Create Budget Records

10.  To create new Budget Master File records press the Mass Maintenance key (F19) from the selection screen.  This will display the Budget Master File Mass Maintenance Screen (GL800S04).

You can define two sets of parameters for mass creation processing.  The first set of parameters defines the master records to be created.  The second set of parameters defines the initial values that are to be assigned to each budget amount.

To create records for a new budget year or sequence for a location, enter the new budget year and sequence number, the company, location, and the range of accounts for which budget records will be generated.  If you are creating budget records for all accounts within the location, leave the account number and center number range fields blank.  Then define whether to create budget records for financial accounts only, statistical accounts only, or both types of accounts.  These define the sequence to perform the creation; A for account sequence or C for center sequence.  Enter A in the transaction code field.

If you are creating new budget records with initial values, enter the appropriate maintenance code and maintenance parameters.

After you enter the mass creation parameters, select the submit code that determines when mass creation processing will be performed.  When you set the submit code to Y and press the Enter key, a job is submitted to perform the mass creation processing.  The message Mass maintenance request submitted is displayed on a new Mass Maintenance Screen.  The mass creation job is held for later processing.  (See the Releasing Submitted Jobs topic for more information on job scheduling.)  When you set the submit code to N and press the Enter key, mass creation processing is performed interactively.  The message "Mass maintenance in progress" is displayed.  The message "Maintenance request completed" is displayed after all new budget records are created.

When a large number of budget records are created interactively, the terminal from which the mass creation request is made may not be available for an extended period of time.  Also, interactive computer resources may be unduly taxed by this processing.

You can continue to submit mass create requests on the Mass Maintenance Screen.  After all requests are processed, end the session.  (See step 13, End Session.)

Mass Change Budget Records

11.  To change one or more Budget Master File records, press the Mass Maintenance key (F19) from the selection screen.  This will display the Mass Maintenance Screen.

You will define two sets of parameters for mass change processing.  The first set of parameters defines the master records to be changed.  The second set of parameters defines the new values to be assigned to each budget amount.

To change records for a budget year or sequence for a location, enter the budget year and sequence number, the company, location, and the range of accounts within the location.  Leave the account number and center number range fields blank.  Define whether to change budget records for financial accounts only, statistical accounts only or both types of accounts.  Then define the sequence to perform the maintenance; A for account sequence or C for center sequence.  Enter C in the transaction code field

After you enter the mass change parameters, select the submit code that determines when the mass change processing will be performed.  When you set the submit code to Y and press the Enter key, a job is submitted to perform the mass change processing.  The message "Mass maintenance request submitted" is displayed on a new Mass Maintenance Screen.  The mass change job is held for later processing.  (See the Releasing Submitted Jobs topic for more information on job scheduling.)

When you set the submit code to N and press the Enter key, mass change processing is performed interactively.  The message "Mass maintenance in progress" is displayed.  The message "Maintenance request completed" is displayed after all budget records are changed.

When a large number of budget records are changed interactively, the terminal from which the mass change request is made may not be available for an extended period of time.  Also, interactive computer resources may be unduly taxed by this processing.

Mass change requests can continue to be made.  After all requests have been processed, the session can be ended.  (See step 13, End Session.)

Mass Delete Budget Records

12.  To begin a delete transaction for one or more Budget Master File records, press the Mass Maintenance key (F19) from the Selection Screen.  This will display the Mass Maintenance Screen.

To delete a budget year or sequence for a location, enter the budget year and sequence number, the company, location, and the range of accounts for which budget records will be deleted.  If budget records will be deleted for all accounts in the location, leave the account number and center number range fields blank.  Then define whether to delete budget records for financial accounts only, statistical accounts only, or both types of accounts.  Then define the sequence to perform the deletions; A for account sequence or C for center sequence.  Enter a D in the transaction code field.

After you enter the mass deletion parameters, select the submit code that determines when the mass deletion processing will be performed.  When you set the submit code to Y and press the Enter key, a job is submitted to perform the mass deletion processing.  The message "Mass maintenance request submitted" is displayed on a new Mass Maintenance Screen.  The mass deletion job is held for later processing.  (See the Releasing Submitted Jobs topic for more information on job scheduling.

When you set the submit code to N and press the Enter key, mass deletion processing is performed interactively.  While mass deletion processing is being performed, the message "Mass maintenance in progress" is displayed.  The message "Maintenance request completed" is displayed after all budget records are deleted.

When a large number of budget records are deleted interactively, the terminal from which the mass deletion is made may not be available for an extended period of time.  Also, interactive computer resources may be unduly taxed by this processing.

You can continue to submit mass delete requests on the Mass Maintenance Screen.  After all requests are processed, end the session.  (See step 13, End Session.)

End Session

13.  To end the conversation and redisplay the GLMENU, press the Exit key (F3).