MISCELLANEOUS BUDGET MISCELLANEOUS BUDGET DETAILS: BD MISCDETAILS: BD MISC

Where you add, change or delete Where you add, change or delete budget line itemsbudget line items

Table of ContentsTable of Contents

•• NavigationNavigation•• Finding a RecordFinding a Record•• Extended FindExtended Find•• OptionsOptions•• Grid/Default ModesGrid/Default Modes•• Adding a Line ItemAdding a Line Item•• SortingSorting•• SummarySummary

NavigationNavigation

To access To access BD MISC on the WebBD MISC on the Web::

•• Shastacoe.orgShastacoe.org/IFAS Support/IFAS/IFAS Support/IFASon the Webon the Web

•• Use your Insight loginUse your Insight login•• Access Access BD MISCBD MISC through through BDUPDABDUPDA

•• Notice the blue Notice the blue Menu BarMenu Bar at the top of the at the top of the screen, below the screen, below the Address BarAddress Bar::

You can tell what You can tell what ModeMode you are in by looking at you are in by looking at the top right corner of the Menu Bar. The modes the top right corner of the Menu Bar. The modes are are AddAdd,, FindFind and and Record (Edit)Record (Edit)..

Moving Through RecordsMoving Through Records

These arrow These arrow buttons allow you buttons allow you to MOVE through to MOVE through existing records.existing records.

Create a New RecordCreate a New Record

•• This button allows This button allows you to ADD a new you to ADD a new record.record.

•• If it is If it is ““grayed grayed out,out,”” cancel cancel Find Find ModeMode by pressing by pressing ESC.ESC.

FindFind ModeMode

•• SEARCH for records SEARCH for records with with FINDFIND ..

•• Click the Click the FINDFINDbutton (or button (or CTRL+F) and select CTRL+F) and select FIND/SEARCHFIND/SEARCH..

SIDE BARSIDE BAR•• The navigation side The navigation side

bar appears on the bar appears on the leftleft--hand side of hand side of your browser your browser window. Click on window. Click on the ellipse. the ellipse.

SIDE BARSIDE BAR

•• At this time, the side At this time, the side bar tool that is bar tool that is operational is the operational is the ““Entity ListEntity List””. You can . You can navigate between navigate between records shown in your records shown in your ““Entity ListEntity List”” Side Bar Side Bar by clicking on the by clicking on the desired record.desired record.

THE SIDE BAR OPENS UP TO:THE SIDE BAR OPENS UP TO:

• Links: Links to related information.

• Workflow: Allows to access Workflow data.

• Attachments: Allows you to view and download attached files.

• Tools: A list of any additional tools you have available to you.

• Reports: A list of available reports.

• Entity List: Lists all “found”entities for mask being viewed.

Finding a RecordFinding a Record

TRY THE FIND MODE TRY THE FIND MODE

•• In the FIND Mode, , In the FIND Mode, , input the following:input the following:−− Ledger: Ledger: 3030–– Org Key:Org Key:10050500011005050001–– ObjObj Code: Code: **–– Fiscal Year:Fiscal Year: 20062006–– Version:Version: ITIT–– Press Press Ctrl/FCtrl/F

•• HINT: Use the Tab key to HINT: Use the Tab key to move between fieldsmove between fields

•• Click on the ENTITY LIST Click on the ENTITY LIST Button to view all the org Button to view all the org keys found. Your screen keys found. Your screen should look like this:should look like this:

In Case You Get In Trouble in the In Case You Get In Trouble in the FIND Mode, Use FIND Mode, Use TheThe EscapeEscape Key:Key:

•• The The ESCAPEESCAPE key is a quick way out of key is a quick way out of FIND mode. FIND mode.

•• If your search found no records, If your search found no records, ESCAPEESCAPEwill put you into add mode. will put you into add mode.

•• If you want to cancel a If you want to cancel a FIND FIND before doing before doing a search, a search, ESCAPE ESCAPE will put you back into will put you back into BROWSE mode.BROWSE mode.

Extended FindExtended Find

EXTENDED FINDEXTENDED FIND

•• When you choose When you choose EXTENDED FINDEXTENDED FIND, , you see a dialogue you see a dialogue window for entering window for entering background selection background selection criteria. criteria.

EXTENDED FINDEXTENDED FIND

•• Use by clicking on Use by clicking on FIND EXTENDEDFIND EXTENDED, , then search using then search using orgorgkey datakey data or or objectobjectcode datacode data..

•• ThisThis opens up the opens up the Extended Find Web Extended Find Web Page DialogPage Dialog

•• Use Use CTRL FCTRL F or or FindFind( ) to display the ( ) to display the search resultssearch results ..

EXTENDED FINDEXTENDED FIND

•• The The ellipsis ellipsis indicates indicates there are options for there are options for this field. Click on the this field. Click on the ellipsis to launch a ellipsis to launch a lookup command. A lookup command. A Data Lookup Dialogue Data Lookup Dialogue Box will drop down.Box will drop down.

EXTENDED FINDEXTENDED FINDData Lookup BoxData Lookup Box

•• From the dropdown From the dropdown Data Lookup Box, you Data Lookup Box, you can filter the data you can filter the data you desire.desire.

•• Click on the Apply Click on the Apply button to launch the button to launch the Filter.Filter.

TRY EXTENDED FIND:TRY EXTENDED FIND:

•• Select Select Find Find ExtendedExtended

•• Choose Choose Organizational Organizational KeyKey InformationInformation

•• InputInput–– Ledger Ledger 3030–– Resource Resource 30103010

•• ENTER or click on ENTER or click on OKOK•• CTRL FCTRL F (this applies (this applies

the criteria for the the criteria for the Find)Find)

TRY EXTENDED FIND:TRY EXTENDED FIND:

•• Select Select Find ExtendedFind Extended•• Choose Choose Organizational KeyOrganizational Key

InformationInformation•• InputInput

–– Ledger 30Ledger 30–– Resource 3010Resource 3010

•• ENTER or click on OKENTER or click on OK•• CTRL F CTRL F (this applies the (this applies the

criteria for the Find)criteria for the Find)

•• Your screen should look Your screen should look like thislike this

EXTENDED FIND: NOW TRY THISEXTENDED FIND: NOW TRY THIS

•• Click on FIND and then Click on FIND and then EXTENDED FINDEXTENDED FIND

•• Choose Choose ““Organization Key Organization Key InformationInformation””

•• Click on the ellipsis in the Click on the ellipsis in the Resource fieldResource field

•• Click on Click on FilterFilter and choose and choose Long DescriptionLong Description

•• Input search for Input search for ““Title ITitle I””(input as %Title I% (input as %Title I% (%=wildcards) and click (%=wildcards) and click on Apply.on Apply.

EXTENDED FIND: NOW TRY THISEXTENDED FIND: NOW TRY THIS

•• YouYou’’ve found all ve found all Resources with Title I in Resources with Title I in the descriptionthe description

•• To find Resources with To find Resources with justjust Title I, and Title I, and not not includeinclude Title II or Title IV, Title II or Title IV, add a space after the add a space after the ““II””and before the % and before the % (wildcard): %Title I % (wildcard): %Title I %

•• Click on Apply.Click on Apply.

EXTENDED FINDEXTENDED FIND

•• Your screen Your screen should look should look like this:like this:

SEARCH TIPS:SEARCH TIPS:

•• Enter all text in capital lettersEnter all text in capital letters•• To specify a range, use To specify a range, use ““ :: ““

–– Example Example 1234:43211234:4321 will include all data will include all data between and including 1234 and 4321between and including 1234 and 4321

–– Example Example 01/01/06:02/01/0601/01/06:02/01/06 will include all will include all dates between and including 01/01/06 and dates between and including 01/01/06 and 01/31/0601/31/06

•• % % and and * * are wildcard symbolsare wildcard symbols

MORE SEARCH TIPS:MORE SEARCH TIPS:

You can also use these symbols to Search:You can also use these symbols to Search:•• >> greater thangreater than•• >=>= greater than or equal togreater than or equal to•• << less thanless than•• <=<= less than or equal toless than or equal to•• <><> not equal tonot equal to•• aa,,bb,,cc is is ““aa”” or or ““bb”” or or ““cc””•• == ab,cdefab,cdef allows you to select text with commasallows you to select text with commas

FIND MODE: FIND MODE: THE OTHER TOOLSTHE OTHER TOOLS

•• LOADLOAD: Stores previously : Stores previously saved FIND criteriasaved FIND criteria

•• SAVESAVE: You can save your : You can save your search criteria using SAVEsearch criteria using SAVE

•• REMOVEREMOVE: Removes a : Removes a loaded FIND definitionloaded FIND definition

•• RESELECTRESELECT: Returns to : Returns to the most recently loaded the most recently loaded FIND definitionFIND definition

•• SELECT ALLSELECT ALL: This option : This option returns you to the returns you to the unfiltered databaseunfiltered database

FIND MODE: FIND MODE: THE OTHER TOOLSTHE OTHER TOOLS

•• TO SAVE A TO SAVE A SELECTION SELECTION CRITERIACRITERIA: Click on : Click on FINDFIND and then and then SAVESAVE

•• Then name the Then name the FINDFINDcriteriacriteria

FIND MODE: FIND MODE: THE OTHER TOOLSTHE OTHER TOOLS

•• You can now You can now LOAD LOAD the the FIND criteria you savedFIND criteria you saved

•• Then select the FIND Then select the FIND criteria you saved and criteria you saved and namednamed

•• Your saved FIND criteria Your saved FIND criteria will begin the searchwill begin the search

Options

OPTIONS BUTTONOPTIONS BUTTON

•• This Options menu This Options menu is accessed when is accessed when youyou’’re in a screen. re in a screen. It contains another It contains another set of tools.set of tools.

OPTIONS BUTTONOPTIONS BUTTON

•• Undo Changes:Undo Changes: You You can undo the changes can undo the changes you made on a you made on a record.record.

•• Undo All:Undo All: You can You can remove remove allall changes changes made to a record.made to a record.

OPTIONS BUTTONOPTIONS BUTTON

•• Copy Record:Copy Record: You You can copy the current can copy the current record.record.

•• Paste Record:Paste Record: Paste Paste the copied record.the copied record.

•• Delete Record:Delete Record:Deletes the current Deletes the current record.record.

OPTIONS BUTTONOPTIONS BUTTON

••You can access You can access the Grid Mode the Grid Mode by clicking by clicking here.here.

Grid/Default ModesGrid/Default Modes

GRID MODEGRID MODE

•• There are two There are two formats to work with formats to work with data in data in BD MISCBD MISC: :

•• Default ScreenDefault Screen

•• Grid ScreenGrid Screen

GRID MODEGRID MODE

•• Close out of any Close out of any screens you are in screens you are in until you get to the until you get to the Default Screen. Default Screen.

•• Click on the Click on the Options Button, Options Button, and then on Show and then on Show Grid to get to the Grid to get to the Grid ScreenGrid Screen

GRID MODEGRID MODE

•• The GRID MODE The GRID MODE allows you to see allows you to see a group of a group of budget lines all budget lines all at once and at once and navigate among navigate among them using the them using the Tab KeyTab Key and and ArrowArrow KeysKeys..

GRID MODEGRID MODE

•• You can move You can move the individual the individual columns columns around within around within the screen by the screen by clicking on the clicking on the column header column header and dragging and dragging to the new to the new location.location.

GRID MODEGRID MODE

•• To change the width To change the width of a column, hover of a column, hover over the line to the over the line to the right of the column right of the column header until the header until the turns into a . turns into a .

•• Then drag the line to Then drag the line to the desired width.the desired width.

GRID MODEGRID MODE

•• If you donIf you don’’t like t like your changes, you your changes, you can go to the can go to the Options Menu and Options Menu and choose to choose to Restore Restore Default Grid Default Grid Settings.Settings.

ADDING A BUDGET LINE ITEMADDING A BUDGET LINE ITEM

•• YouYou’’ll need to be in ll need to be in thethe Add ModeAdd Mode◦◦ If youIf you’’re on a re on a

found record, click found record, click on the blank white on the blank white page icon on the page icon on the menu bar ( )menu bar ( ) or or CTRLCTRL--AA

◦◦ OROR◦◦ go to go to Options Menu Options Menu

( ) and select ( ) and select Cancel Find/Add Cancel Find/Add ModeMode

You Get a TurnYou Get a Turn

If “Record Accepted”in the Menu Bar, you’ve added to the Budget successfully!

NOW TRY ADDING:NOW TRY ADDING:

In the ADD Mode input:In the ADD Mode input:•• Ledger:Ledger: 3030•• Org Key:Org Key: 10020341011002034101•• Object Code: 4510Object Code: 4510•• Fiscal Year:Fiscal Year: 20062006•• Version:Version: ITIT•• Description: General Description: General

SuppliesSupplies•• Budget Amt: 2000.00Budget Amt: 2000.00•• ENTERENTER

•• Your screen should look Your screen should look like this:like this:

EDITING BUDGET LINE ITEMSEDITING BUDGET LINE ITEMS•• To edit, you To edit, you

must be in must be in the the Edit/Record Edit/Record ModeMode

•• You get to You get to the the Edit/Record Edit/Record Mode after Mode after you conduct a you conduct a FindFind..

EDITING BUDGET LINE ITEMSEDITING BUDGET LINE ITEMS

•• In the In the Edit/Record Edit/Record ModeMode : :

•• Navigate to the fields Navigate to the fields to be edited by using to be edited by using the the TabTab keykey and/or and/or the the ArrowArrow keyskeys

•• Make the changesMake the changes

•• ENTERENTER

NOW TRY EDITINGNOW TRY EDITING

•• FindFind ( ) Ledger 30, ( ) Ledger 30, Org Key 1038063803. Org Key 1038063803. Then:Then:

•• Navigate to 1038063803Navigate to 1038063803--5710 using the 5710 using the Tab KeyTab Keyand/or the and/or the Arrow Keys Arrow Keys or the or the Entity List Entity List SidebarSidebar

•• Change the Object Code Change the Object Code to 5211to 5211

•• ENTERENTER for the system to for the system to make the changemake the change

Sorting

OPTIONS BUTTONOPTIONS BUTTON

••Sort OrderSort Orderallows you to allows you to rere--arrange arrange data.data.

OPTIONS BUTTONOPTIONS BUTTON--SORT ORDERSORT ORDER

•• Sort Order:Sort Order:YouYou’’ll see a ll see a variety of variety of options by options by which to sort which to sort your data.your data.

OPTIONS BUTTONOPTIONS BUTTON--SORT ORDERSORT ORDER

•• For example, this For example, this screen shows the screen shows the defaultdefault of of Sort by OrgSort by OrgKeyKey

•• After choosing After choosing Sort bySort byObject CodeObject Code, the data , the data is reis re--arranged to arranged to object code orderobject code order

In ClosingIn Closing

OPTIONS BUTTONOPTIONS BUTTON

•• Reminder:Reminder: Use Use ““Close WindowClose Window””to end your to end your session.session.

OPTIONS BUTTONOPTIONS BUTTON--SETTINGSSETTINGS

•• Do this when you return to Do this when you return to your office computer:your office computer:

•• Click on the Click on the Options MenuOptions Menu, , then then SETTINGSSETTINGS and and SCREEN SCREEN SPECIFICSPECIFIC to set the mode in to set the mode in which BD MISC opens. You which BD MISC opens. You will want to open in the FIND will want to open in the FIND mode.mode.

•• Click on Click on Initial ScreenInitial Screen Mode Mode and choose and choose Initially in FIND Initially in FIND modemode. Then click on . Then click on Apply Apply ChangesChanges..

•• Now your BD screen will Now your BD screen will always open up in the always open up in the FIND FIND modemode

IN SUMMARYIN SUMMARY::•• WeWe’’ve covered ve covered FINDING, EDITING, FINDING, EDITING,

ADDINGADDING line items in BD MISC on the line items in BD MISC on the WebWeb

•• WeWe’’ve seen how to ve seen how to SORT, COPY, PASTESORT, COPY, PASTEand and DELETEDELETE datadata

•• WeWe’’ve viewed BD MISC in the ve viewed BD MISC in the DefaultDefault and and GridGrid ModesModes

•• We hope youWe hope you’’ll agree BD MISC on the Web is an ll agree BD MISC on the Web is an efficient tool for budgeting!efficient tool for budgeting!

••Happy Budgeting!Happy Budgeting!