BUD ADJUSTMENT TRAINING
WORKBOOK
Introduction
This workbook is a learning tool for the users of the Budget Utilization and Development
(BUD) Adjustment Subsystem and was designed specifically for use during the BUD
Adjustment Training Class. It contains Exercises that assist you in performing basic
BUD Adjustment functions, such as creating entries for transfers and refunds on State
and Federal Account Codes. Your instructor will give you the background information
needed to complete each exercise. For each exercise this workbook provides the
following information:
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Purpose of exercise
Program(s) to use
Exercise instructions
Step-by-step data entry instructions
Updated October 2008
Exercise 1 - Current Year Transfer within Same Fund
To perform this exercise, select the appropriate option from the Adjustment Update
Menu (AUMU) to create a new batch and key entries for Current Year Transfer within
the Same Fund, to create an offsetting entry and to print the Batch Detail report for the
UTR transaction type. The steps involved in this exercise are listed below.
Step 1: Create a Batch for a Current Year Transfer. From the Adjustment Batch Selection screen,
Press [F6] to create a new batch.
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Step 2: Enter a Batch Number. For training purposes, use Batch number 1?? (where ?? is the last two
digits of your user id). Press. [Enter].
Step 3: Enter Batch Detail. You will advance to Adjustment Transfer Screen which is where you enter
new line items and view or edit existing line items. Press F6 to create an entry for a non-salary account
code.
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Complete the entry by entering data in the appropriate fields. An example is shown below. The budget
code you are using may vary from the one in the example. Press Enter. Then press F6 to create the
offsetting entry.
Step 4: Create an offsetting entry. Key in the offsetting account code for a non-salary account code as
shown below and press [Enter] to continue.
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After you enter the budget code above for the offsetting entry, the system reverses your entry as
shown on the screen. Below. Press [Enter] to continue.
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This screen shows each item created for Batch 999.
Step 5: Select F11 to view the Adjustment Transfers – Summary Screen.
The Fund 1 total must equal zero. Press [Enter] to return to the Adjustment Transfer screen above.
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Creating a Line Item for a Non Certified Salary Account Code
Step 6: The following screen will appear after you press [Enter]. Press F6 to create an entry noncertified salary account code.
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Key the entry and fill in the appropriate fields. An example is shown below. The budget code you are
using may vary from the one in the example. If you want the system to calculate the social security
amount for you, leave the Auto Calculate set to “Y” for Yes. When you enter a budget code for a noncertified salary account code, you will see fields as displayed on the lower half of the screen when you
press [Enter]. You must enter benefit information in order to complete this screen.
Step 7: Perform the following tasks to create an offsetting entry for a Current Year Transfer within the
Same Fund. Press F6 and key the offsetting account code for a non-certified salary account code as
shown below and press Enter to continue.
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This is the result from entering the budget code above for the offsetting entry. When this screen
appears, press [Enter] to continue.
This screen shows each item created for Batch 199. Select F11 to view the Adjustment Transfers –
Summary Screen.
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The Fund 1 total must equal zero. Press [Enter] to return to the Adjustment Transfer screen above.
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Creating a Line Item for a Certified Salary Account Code
Step 8: The following screen will appear after you press [Enter]. Press F6 to create a line item for a
certified salary account code.
Step 9: Key the entry filling in the appropriate fields. An example is shown below. The budget code you
are using may vary from the one in the example. If you enter a budget code for a certified salary (object
type 10), you will see fields as displayed on the lower half of the screen when you press [Enter]. You
must enter salary detail and benefit information in order to complete this screen.
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Step 10: Perform the following tasks to create an offsetting entry for a Current Year Transfer within the
Same Fund. Press F6 and key the offsetting account code for a certified salary account code as
shown below and press [Enter] to continue.
This is the result from entering the budget code above for the offsetting entry. When this screen
appears, press [Enter] to continue.
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This screen shows each item created for Batch 999. Select F11 to view the Adjustment Transfers –
Summary Screen. The + symbol in the lower right corner indicates that some of this batch is displayed on
another screen. You must press the Page Down Key to view the line item 6.
The Fund 1 total must equal zero. Press [Enter] to return to the Adjustments Transfer screen above.
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Exercise 2 - Print Detail Batch Report and Close Batch Proforma
The objective of this exercise is to run a program that provides a detail listing of an edit
or the Batch in the Current Year Transfer within the Same Fund program. The steps
involved in this exercise are listed below:
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Print the Batch Detail report for the transaction type
Print Close Batch Proforma and review for errors
Batch Detail Report by Transaction Type
Step 1: Perform the following steps to print the Batch Detail Report by Transaction Type (ARDT). Go to
the Adjustment Report menu (ARMU) and enter 1 in the selection field and press [Enter].
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Step 2: Select your batch and press [Enter].
This screen allows you to verify that you have selected the correct Batch for the Batch Detail Report
(ARDT). Keep the default parameters the same. Press [Enter] twice to return to the Adjustment Reports
Menu.
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Step 3: At your LEA, your report may print directly to your printer. In class, we do not have an available
printer, so we will view are reports while they are still an AS/400 spool file. Type 70 in the selection field
on any BUD menu, and then press [Enter] to go to the AS400 command line. Type WRKSPLF on the
command line, and then press [Enter].
Step 4: Press [Enter] and the Work with All Spooled Files Screen will appear. Type 5 on the line next to
ARDTPRT to display the contents of this file and press [Enter].
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Detailed information for your batch is displayed as shown below:
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Close Batch Proforma
Step 1: The proforma report checks your batch for errors prior to sending it to DPI. The program
generates two reports that list errors occurring within the batch. To begin, choose option 6 on the
Adjustment Reports Menu (ARMU).
Step 2: Enter an X next to the batch you created in the previous exercise.
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Step 3: The Close Batch and Send to DPI Proforma screen enables you to specify your processing
month and whether or not you want to edit against your General Ledger. We do not edit against the
General Ledger in the classroom environment. Enter N, for No (default). Press [Enter] twice to return to
the Adjustment Reports Menu.
If your batch has errors, you will see a message at the bottom of your screen after pressing [Enter].
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Step 4: To view your reports in the AS/400 spooled file, type 70 in the selection field of any BUD menu,
and then press [Enter] to go to the AS400 command line. Type WRKSPLF on the command line, and then
press [Enter].
The Work with All Spooled Files Screen will display the reports that have been sent to the spooled file
when you run ARCB. [Enter] 5 on the line next to ARCB3PRT or ARCB2PRT to display any errors in the
report prior to sending it to DPI.
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Display 1: ARCB3PRT Report
Display 2: ARCB2PRT Report
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Exercise 3 - Close Batch and Send to DPI
The objective of this exercise is to run close an open adjustment transfer batch which will send the batch
to DPI. The LEA may use this program to update their BUD Adjustment files and General Ledger files.
Step 1: To begin this exercise, access the Federal Budget Menu (FMMU) and select option 60 for the
System Information Menu (SMMU) and then option 2 for the Updates Files Menu (SFMU).
Step 2: Go to the System Update Files Menu by entering SFMU in the Fast Path selection field, and
press [Enter]. Enter option 4 in the selection field and a valid year and press [Enter].
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Step 3: Enter an X next to the batch you in the previous exercise and press [Enter]. You will skip this
step if you entered the batch number on the fast path line on the previous screen.
We will not edit against the General Ledger in the classroom environment. Enter N, for No (default).
Press [Enter] twice to return to the System Update Files Menu (SFMU). The system will send the batch to
DPI if there are no errors in the report.
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A message similar to the one shown below will appear when your batch has arrived at DPI. You may
have to type DSPMSG from the AS/400 command line to view this message in the AS/400 message
queue.
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If the message does not appear, or you want to verify that the file was sent, you must check your AS/400
Distribution queue. Type the command WRKDSTQ to view the status of your queues. If any of the
queues are not in Sending or Waiting mode, you must hold the queue, then release it to reset. If the
queue status does not change, contact the DPI help desk.
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Exercise 4 – How to Copy a Batch that was Denied by the DPI
Objective
The objective of this exercise is to copy a batch that was denied by the DPI. These functions are divided
into three steps that are listed below:
• Access the Adjustment Batch Selection screen to find the batch denied by the DPI
• Review the Batch Communication Form sent from the DPI
• Copy a batch denied by the DPI
Step 1: Receive files Transmitted from DPI. You must be signed on as BUDPUSER to run this program.
BUDPUSER may access this program by typing SURF in any Fast Path field or by selecting option 5 on
the System Files Update Menu.
Note: As of BUD Release 7.0.3, your files are automatically received into your local system at 6:00 AM
each day.
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Step 2: If there are files waiting to be received, a message will appear similar to the one below. Press
[Enter] to update your files with the DPI transmission(s). If there are no files to be received, the
system will immediately return to the menu screen from which you started.
Step 3: View Batch Communication Forms. Communication Forms show whether or not the batch was
approved as well as any comments made by DPI. You may access this program using option 11 from the
Adjustment Inquiry Menu.
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Step 4: Select the batch for which you want to view the communication form. The status of the batch is
indicated in the DPI status column. You may only copy batches that have a status of D (for denied). A
status of A indicates that the batch has been approved as is. A status of C indicates that the batch has
been copied once already. Copied batches cannot be copied a second time.
Step 5: The Batch Communication from DPI screen shows comments on the batch entered by DPI.
Comments are required each time a DPI Consultant denies a batch. Press [F6] to copy and reopen the
batch so you can make the required changes.
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Step 6: The Adjustment Batch Selection (AUTR) screen will appear after you have pressed F6. Once a
batch has been copied you can correct it by placing an X next to the batch. This screen shows
Item 1 and 2 for each line item. Place a C beside the item you need to correct and press [Enter].
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Exercise 5 – Current Year Refunds
Objective
The objective of this exercise is to create a batch and key in entries for Current Year
Refunds. These functions are divided into four steps:
• Create a Current Year Refund Batch and adjustment entries for a non-salary,
non-certified salary, and certified salary account codes.
• Create an adjustment offsetting entry for the original account codes above
• Access the screen that contains the summary of debits and credits in a batch and
verify the balance.
• Print the Batch Detail report for the REF transaction type and Close Batch
Proforma report
Instructions
Non-Salary Account Code
Step 1: Select Option 2, Current Year Refunds (AURE) from the Adjustment Update Menu. Press F6 to
create a new batch.
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Step 2: Press F6 to key in a unique Batch Number on the Adjustment Transfers – Create Batch
screen. Use Batch number 5?? (where ?? is the last two digits of your user id).
Step 3: The following screen will appear after you press [Enter]. Press F6 to create an entry for a nonsalary account code.
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Step 4: Key the entry and complete the appropriate fields. An example is shown below. The budget
code you are using may vary from the one in the example. Press F6 to begin the steps to complete the
offsetting entry.
Step 5: Press F6 to create an offsetting entry and key in the offsetting account code as shown below and
press [Enter] to continue.
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This is the result from entering the budget code above for the offsetting entry. When this screen
appears, press [Enter] to continue.
Step 6: This screen shows each item created for Batch 599. Select F11 to view the Adjustment
Transfers – Summary Screen.
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Step 7: The Fund 1 total must equal zero. Press [Enter] to return to the Adjustment Transfer screen
above.
Press the page down key to view the information below. Press [Enter] to return to the Adjustment
Transfer screen.
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Non Certified Salary Account Code
Step 8: The following screen will appear after you press [Enter]. Press F6 to create an entry noncertified salary account code.
Key the entry and fill in the appropriate fields. An example is shown below. The budget code you are
using may vary from the one in the example. If you want the system to calculate the social security
amount for you, leave the Auto Calculate set to “Y” for Yes. When you enter a budget code for a noncertified salary account code, you will see fields as displayed on the lower half of the screen when you
press [Enter]. You must enter benefit information in order to complete this screen.
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Step 9: Press F6 and key the offsetting account code for a non-certified salary account code as
shown below and press [Enter] to continue.
This is the result from entering the budget code above for the offsetting entry. When this screen
appears, press [Enter] to continue.
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Step 10: This screen shows each item created for Batch 599. Select F11 to view the Adjustment
Transfers – Summary Screen.
Below is the second page of the Summary Screen. The Net Refund amount must equal zero. Press
[Enter] to return to the Adjustment Transfer screen above.
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Certified Salary Account Code
Step 11: The following screen will appear after you press [Enter]. Press F6 to create an entry certified
salary account code.
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Step 12: Key the entry filling in the appropriate fields. An example is shown below. The budget code
you are using may vary from the one in the example. If you enter a budget code for a certified salary
(object type 10), you will see fields as displayed on the lower half of the screen when you press [Enter].
You must enter salary detail and benefit information in order to complete this screen.
Step 13: Press F6 and key the offsetting account code for a certified salary account code as shown
below and press [Enter] to continue.
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This is the result from entering the budget code above for the offsetting entry. When this screen
appears, press [Enter] to continue.
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This screen shows each item created for Batch 599. Select F11 to view the Adjustment Transfers –
Summary Screen. You will have to press the Page Down key to see the line items that are not displayed
on this page.
The net refund must equal zero. Press [Enter] to return to the Adjustments Transfer screen above.
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Exercise 6 - Instructional Personnel Changes
Objective
The objective of this exercise is to create a batch and key in entries for Instructional Personnel Changes.
These functions are divided into three steps that are listed below:
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Create an adjustment IPC batch and key certified salary entries for Instructional Personnel
Changes (AUIP).
Create adjustment offsetting entries for the account codes using Instructional Personnel Changes
(AUIP).
Print the IPC Detail Report for the Adjustment Batch using Instructional Personnel Report (ARIP)
and print the Close Batch Proforma (ARCB).
Instructions
Step 1: Select Option 5, Instructional Personnel Changes (AUIP) from the Adjustment Update Menu.
Press F6 to create a new batch.
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Step 2: Press F6 to key in a unique batch number on the Adjustment Transfer – Create Batch screen.
Use Batch Number 8?? (where ?? is the last two numbers of your user id).
The following screen will appear after you press [Enter]. Press F6 to create an entry for a certified
account code.
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Step 3: Key the entry filling in the appropriate fields. An example is shown below. The budget code you
are using may vary from the one in the example.
Step 4: After completing the necessary fields for your IPC, press F6 to create your offsetting entry. Type
Y, for Yes, to continue with the creation of your offsetting entry and press [Enter].
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Step 5: This is the result from entering the budget code above for the offsetting entry. Enter what you
would like to change from the parent entry. In the example below, the school code changed, while all the
other entries remained the same.
Press [Enter] three times to return to the Adjustment Update Menu.
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Print the IPC Report
Step 1: Perform the following steps to print the Instructional Personnel Report (ARIP). Go to the
Adjustment Report Menu (ARMU) and enter 7 in the selection field and press [Enter].
Step 2: Select the batch to print and press [Enter].
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Step 3: This screen allows you to verify that you have selected the correct batch for the Instructional
Personnel Report (ARIP). Keep the default parameters the same. Press Enter twice to return to the
Adjustment Reports Menu.
Step 4: Type 70 in the selection field and press [Enter] to go to the AS400 command line. Type
WRKSPLF on the command line and press [Enter].
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Step 5: Press [Enter] and the Work with All Spooled Files Screen will appear. Type 5 on the line next to
ARIPPRT to display the contents of this file and press [Enter].
Display 1: This Display will show detailed information for Item 1 in Batch 899.
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Close Batch Proforma
Step 1: Perform the necessary steps to print the Close Batch Proforma Report (ARCB). Use this
program to check your batch for errors prior to sending the batch to the DPI. The program generates two
reports that list errors within the batch.
Step 2: Select the batch created in the Instructional Personnel Changes exercise. Enter an X next to the
batch you want to select.
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Step 3: We will not edit against the General Ledger in the classroom environment. Enter N, for No
(default. Press [Enter] twice to return to the Adjustment Reports Menu.
Step 4: Type 70 in the selection field to go to the AS400 command line, and then press [Enter]. Type
WRKSPLF on the command line and press [Enter].
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Step 6: The Work with All Spooled Files screen will display the reports that have been sent to the
spooled file when you run ARCB. Enter 5 on the line next to the ARCB3PRT or ARACB2PRT to display
any errors in the batch prior to sending it to DPI.
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Exercise 7 – Transportation Refunds
Objective
This program automates the Monthly Report of Directors of Transportation (Form TD19). The form is
used to refund money to the SPSF Transportation Allotment from Local Funds. Use this program only for
refunding charges other than normal “yellow bus” expenses of taking students to and from school. Use
the Current Year Transfer (AUTR) or the Current Year Refund (AURE) programs to refund/transfer for
other expenses such as summer school.
Instructions
Step 1: Select Option 6, Local Refund Transportation (AURE) from the Adjustment Update Menu. Press
F6 to create a new batch.
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Step 2: Press F6 to key in a unique batch number on the Adjustment Transfer – Create Batch screen.
The following screen will appear after you press [Enter]. This screen shows the account codes used on
the last transportation refund submitted to DPI with zero dollar amounts. Account codes can be added,
deleted, or changed up to the time the batch is transmitted to the DPI.
The first time you use this program, there will be no account codes displayed on the screen. Press [F6] to
create the state, local, and/or major replacement accounts affected by this refund.
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Adding a new budget code to the batch
1. Press [F6]. A box appears that request the user to specify if he/she is adding a state, local or major
replacement account. Type X next to the account type you wish to add and press [Enter].
2. System displays a list of accounts for the account type chosen. If you selected a local account, you
will advance to a screen where you may enter your local account code.
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3. Enter the dollar amount for the budget code. If necessary, you may also complete the local parts of
the budget code and press [Enter].
4. The system returns the initial Transportation Refund screen. The selected account(s) are now part of
the batch.
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Changing Information for an Existing Batch
1. Select the line item(s) to change. Use the [Tab] key to move the cursor to the Action column next to
the budget line item. Type a C and press [Enter]. The system advances to a second Transportation
Refund screen.
2. Type the dollar amount to be refunded in the Amount field. Press [Enter].
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3. The system makes the change(s) and returns you to the initial Transportation Refund screen.
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Deleting a Line Entry from an Existing Batch
1. Use the [Tab] key to move the cursor to the Action column next to the budget line item. Type a D and
press [Enter].
2. The system advances to a second Transportation Refund screen, which shows only the selected
budget code and amount. Press [Enter].
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3. Verify that you are deleting the correct line item and press [Enter]. The system deletes the entry
from the batch and returns to the Initial Transportation Refund screen.
***NOTE: If you have selected the wrong line item, you may press [F12] to cancel, and the
line entry will remain with the batch.
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