DC Budget Request Tutorial

DC Budget Request Tutorial

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BUDGET REQUEST TUTORIAL: The David City Budget Request is for creating annual budgets for following school year. If you would like to request funding for something next school year, you use this database. Access the database through the Internet on our Filemaker2 server You will see the login screen where your Account Name is “last, first.” Your password is provided to you by the Budget Administrator. After logging in, you will see this screen. (first-time users may see only “Begin a New Request”) Start by clicking on Begin a new Request. (The View/Edit Requests will be shown later in this document.) The New Request view will appear as shown. Fill this in as completely as possible. Coding may be confusing to new users, but ask an experienced person what you should have in this space—you’ll understand it quickly. If you press Build the Budget code, you will see the “Budget Code” field automatically fill in. Complete the rest of the data field areass By clicking (Re)Calculate Now, your totals will show in the “Total field” (Don’t forget to enter something into S&H (shipping and handling) if any—estimate by 10% of your total if you’re not sure of the amount. You can click Save for Later and come back at a later time to edit what you did. If you select Finalize, you have submitted the request for the Superintendent’s approval/disapproval and can no longer make changes to your request. Going back to the point where ...

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BUDGET REQUEST TUTORIAL: The David City Budget Request is for creating annual budgets for following school year.If you would like to request funding for something next school year, you use this database. Access the database through the Internet on our Filemaker2 serverYou will see the login screen where your Account Name is “last, first.”Your password is provided to you by the Budget Administrator.
After logging in, you will see this screen. (first-time users may see only “Begin a New Request”)Start by clicking onBegin a new Request.(TheView/Edit Requestswill be shown later in this document.) The New Request view will appear as shown.Fill this in as completely as possible.Coding may be confusing to new users, but ask an experienced person what you should have in this space—you’ll understand itquickly. If you pressBuild the Budget code,you will see the “Budget Code” field autComplete the rest of the dataomatically fill in. field areass By clicking(Re)Calculate Now, your totals will show in the “Total field” (Don’tforget to enter something into S&H (shipping and handling) if anyestimate by 10% of your total if you’re notsure of the amount. You can clickSave for Laterand come back at a later time to edit what you did.If you selectFinalize, you have submitted the request for the Superintendent’sapproval/disapproval and can no longer make changes to your request.
Going back to the point where you first logged in and received this window, selectingView/Edit Requestallows you to go back and complete the items you have not yet finalized.With this Selection, you are also able to view all requests you had finalized. This is all done by navigating in the blue and brown windows as show. Looking at the brown box, by clicking on the date, that request will appear. Note—those without a checkmark under “Submitted” are items you have not yet finalized and those with a checkmark cannot be edited as they have been finalized. Looking at the blue box, by clicking on “First” you will see the first request you had submitted.Clicking on “Last” will show your last item.“Prev” and “Next” moves you forward or backward in your selections.
Under the User Options, you have 3 optionsLogout,CreateNew, andDuplicate.
Create Newallows you to create a new Request while in the View/Edit Request selection. Duplicatewill duplicate the current selection, valuable when you want to duplicate a previous year’s request.Only the Superintendent and BookKeeper have access to the Office Use Only items.If you are not one of those people, there is no need to read further.
Superintendent, Bookkeeper and Admin information: Note: Tochange major items such as layout design, formats, mass deletion, create or delete budget year selections, etc., Access the database directly on the FileMaker2 server. Open the application “FileMaker Pro Advanced”, then use “File OpenRemote” to open theDC_Budget_Requestdatabase,with username of “admin” and password of “dcity”. This should be done by advanced users only and a backup made before any alterations are made.
The Superintendent and Bookkeeper are the only ones able to select the items in theOffice use Onlywindow. Theyhave identical accessrights with the exception of selecting the Superintendent’s approval button. (Multiplepeople are able to have these titles)
SearchAfter selectingPerform Find,the window on Use this to find records in the database. the left changes to something shown here.In Selecting theSearchthis example, there are 98 items found out of a button will provide a total of 631 records in the entire database. new window on the Hitting the arrow on the book-like image will left of the screen. move records one page at a time.(You cannot Once this shows, you click on the brown-index window to make a change. can enter any search If you do, you’ll be directed to a “Submitted and request in any field Locked”page and cannot make changes)by entering what you are looking for,Floating your mouse over the icons at the top then hitting thewill explain what functions they provideyou Perform Findbutton mayfind them useful. (the“show all (found on the leftrecords” may not be self-explainingit clears side in the center)the search results, showing every record in the database. ) Special note:Searching on a range of Dates created can be accomplished with the following methods using 3 periods “…”Between the dates: 2-5-2010…2-18-2010 After the date: 2-5.2010…Before the date: …2-5-2010 AccountsSelecting this button takes you to a window where you canchange a user’s password or view their previous one.Use the Index on the right to locate a user. Changing passwords can be done to any entry person. HOWEVER, to change the password of a Superintendent, Admin, or BookKeeper, you must delete the account first, and then re-add that user.You can add or delete users with the buttons on the bottom right. SelectingDelete Userwill delete the user you have showing.
SelectingAdd Userwill bring you to a new window as show: To enter a new user, enter that user’s account name (currently “lastname, firstname” is being used asthe account username convention. eg., Sieck, Ed) Enter the users First, Last, and Middle Initial along with a password.Then you must select whether that individual will be an Entry person, Bookkeeper, Superintendent, or Admin.