Access to any Home Organization and/or
related account information is based on your current authorization level in
BDS's SECURITY TABLES. If you're
having problems updating/viewing selected accounts, inform your supervisor and
request their written approval giving you access to your TAMS Organization's
information. If you've already submitted written authorization to
the Budget Office and you're encountering problems updating/viewing selected
information, please contact the Budget Office at 865-5353 (off campus) or at
extension #5353 (on campus) for additional assistance.
If you don't have a listing of the accounts
in your TAMS ORGANIZATION, go to Screen 500 - ORGANIZATION ACCOUNT
INFORMATION screen. To go to Screen 500 from anywhere in BDS, move
your cursor to the SCREEN => field:
-
Type 500 at the SCREEN => field and press ENTER/RETURN.
You will see Screen 500 (See Fig. L-1, pg. 12-1). This screen allows you
to view a listing of all the accounts assigned to your TAMS Organization within
the BDS database.
To get a listing of accounts in your TAMS
Organization number:
-
Type your five(5) digit TAMS Organization number in the ORGANIZATION
NUMBER: field.
-
Press ENTER/RETURN.
You will see the ACCOUNT number listing
displayed in numerical order, the related ACCOUNT DESCRIPTION and the account's
STATUS. STATUS code "A" indicates the account is active/open
and "D" indicates the account has been deactivated/closed
in BDS.
The name of your organization will appear to
the right of your selected organization number. You can scroll DOWN (F8)
and scroll UP (F7) to view all of your organization's accounts. When you
have reached the end of the list, the message: "NO MORE ACCOUNTS FOR THIS ORGANIZATION"
will appear on the bottom of your screen. Likewise, when you have reached the
beginning of the list, the message: "FIRST ACCOUNT FOR ORGANIZATION IS
DISPLAYED" will appear on your screen. Use your computer's PRINT SCREEN
function to make a copy of the account listings.
Now move your cursor to the SCREEN =>
field:
-
Type 401 and press ENTER/RETURN.
You will see Screen 401 - NONSALARY
UPDATE/ACCT SUMMARY screen (See Fig. J-1, pg.
10-1). Your cursor is automatically positioned on the ACCT NUM: field. To
display an account's salary and nonsalary information:
-
Type the six(6) digit ACCOUNT number and press ENTER/RETURN.
Note: The BDS Security Table will allow
you to view only those accounts that are part of your authorized TAMS Organization(s).
If you are not authorized to view an account, you will see the following
message at the bottom of your screen: "YOU ARE NOT AUTHORIZED FOR THIS
ACCT. CORRECT AND PRESS ENTER."
Screen 401 shows all of the account's
information in natural account numerical order. The updateable information will
appear highlighted on the screen. There may be up to nine(9) natural account
records for each account on one(1) page. If the natural account distribution is
on more than one page, you may view the next page by pressing F8 (DOWN).
Pressing F7 (UP) will return you to the previous page of the budgeted
information record. For each NATL (NATURAL ACCOUNT) listed, the DESC
(DESCRIPTION), CURR (CURRENT) YEAR BUDGET and NEXT YEAR BUDGET information is
displayed.
Note: Salary and fringe natural accounts
appear in summary on this screen. However, these natural accounts are not
updateable on this screen. They are displayed as information only
items to provide you with an account's total activity.
The CURR YEAR account information consists
of the ORIG (ORIGINAL) and REVISED amounts. The ORIG amount is the approved
budget for the current fiscal year. The REVISED amount is the current compiled
amount. You cannot directly update the REVISED information in BDS.
The TAMS database updates the REVISED information every time TAMS downloads
into BDS. Also, the REVISED amount may differ from ORIG amount only if
changes were approved and made during the current fiscal year.
The NEXT YEAR account information shows
future budgeted amounts. The PROPOSED amount is the budget for the new
fiscal year. $ DIFF (DOLLAR DIFFERENCE) and % DIFF (PERCENT DIFFERENCE) are
automatically calculated. The $ DIFF is equal to the PROPOSED minus the ORIG
and the % DIFF is equal to the $ DIFF divided by the ORIG budget amount.
There are two(2) different methods used to
budget NEXT YEAR nonsalary information on this screen. You may use one or a
combination of methods depending on the type and amount of information you have
available. An account's future nonsalary budget may be entered:
1. As a Percent Increase/Decrease and/or
For a detailed explanation of the above
nonsalary budgeting methods, refer to the Screen 401 (NON-SALARY UPDATE/ACCT
SUMMARY) information found on pages 10-2 through 10-5, in the SCREEN
FAMILIARIZATION section of this manual.