Budget Cycle Maintenance

Use Budget Cycle Maintenance to maintain information about budget cycles including the budget time period, how payments update the customer's balances and the desired number of times each customer is billed during the budget cycle.

Tip:  For more information about working with data in fields, see Data Entry Guidelines.

Directions:

To see directions for...

• Opening Budget Cycle Maintenance, click More.

   

  • Click the following sequence:
    Processes from the Menu Bar; Budgets; and Cycle Code Maintenance.

  • Or, use the keyboard shortcut:  [ALT] [e] [b] [y].

   

  Budget Cycle Maintenance Window Example:

  

   

• Creating a new Budget Cycle, click More.

   

  Budget Cycle Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Budget Cycle Code	Enter a unique Budget Cycle Code to be assigned to the budget information (up to 5 characters) and then, click Retrieve. Or, enter the new Budget Cycle Code and click File from the Menu Bar; next click New. Keyboard shortcut:  [ALT] [f] [n] Required Tip:  To indicate that you are building a new Budget Cycle, New  displays near the Budget Cycle Code.  Default entries display and the first field is highlighted to let you know you can begin entering information.
  	To update the new or changed information, click Save or press [ENTER]. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save new or changed records.
  	To view all of the existing Budget Cycles, click Search.  From the Search list you can select the record to change or delete. Keyboard shortcut:  [ALT + r]
  	To display an existing Budget Cycle, enter the Budget Cycle Code and click Retrieve, or press [ENTER]. Keyboard shortcut:  [ALT + t]
  Description	Enter a description of the Budget Cycle. (up to 40 characters)
  Start Date	Enter the starting date for the Budget Cycle. (mmddccyy, slashes not necessary) Note:  The Budget Cycle Start Date must begin on the first day of a month.   Example:  11/01/06
  End Date	Enter the ending date for the Budget Cycle. (mmddccyy, slashes not necessary) Note:  The Budget Cycle End Date must end on the first day of a month.   Example:  11/01/07
  Proposed
  Start Date	Enter the Proposed Start Date for the budget period. (mm/dd/ccyy, slashes and century are optional) Notes:   The Budget Cycle Proposed Start Date must begin on the first day of a month.   Example:  11/01/06 The Budget Cycle Proposed Start Date can be edited during the Budgets Calculate Routine.
  End Date	Enter the Proposed End Date for the budget period. (mm/dd/ccyy, slashes and century are optional) Notes:   The Budget Cycle Proposed End Date must end on the first day of a month.   Example:  11/01/07 The Budget Cycle Proposed End Date can be edited during the Budget Calculate Routine.
  Usage Calculation
  Start Date	Please leave blank.  This field is reserved for future use.
  End Date	Please leave blank.  This field is reserved for future use.
  Averaging Factor	Enter the desired number of times to bill customers during the budget cycle. (2.0 numeric)
  Rate/unit	Enter the budgeted rate per unit of service for the budget cycle. (6.2 numeric)
  Allow Budget	To indicate that the budget cycle is active, click Yes. Or, to indicate that the budget cycle is not active, click No. Note:  To use the Budget Cycle for a customer, the Allow Budget field must be set to Yes.
  Update Type	To determine how payments post to the customer's budget balances, click a choice in the drop-down list. Update Types: Budget First - Payment amounts update the customer's Budget Balance Due first Transaction Code Based - The Transaction Code Budget Type determines which customer budget balances to update with the payment amount Non-Budget First - Payment amounts update the customer's Non-budget Balance Due first
  Mark-up/down %	Press [TAB] to accept the default percentage that the customer's calculated budget amount is increased or decreased.  Or, enter another percentage to mark-up or mark-down the customer's budget amount. (6.0 numeric)
  Accept Budget	To determine how customer budgets can be activated, click a choice in the drop-down list. Entry Options: To set the customer's Budget Acceptance Status to Active during the Budgets Update Routine, click Yes. To limit setting the customer's Budget Acceptance Status during the Budgets Update Routine, click No.

   

• Editing an existing Budget Cycle, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  1.  To display the record to be changed, enter the Budget Cycle Code and click Retrieve or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  
  Tip:  If you do not know the Budget Cycle Code, you can click Search  to see a list of budget cycles.

  2.  To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3.  Enter the data changes.

  4.  To complete the edit process, click Save , or press [ENTER].
  Keyboard shortcut:  [ALT + s]

   

• Deleting an existing Budget Cycle, click More.

   

  1.  To display the record to be deleted, enter the Budget Cycle Code and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  Tip:  If you do not know the Budget Cycle Code, you can click Search  to see a list of budget cycles.

  2.  Click File from the Menu Bar, and next click Delete.
  Keyboard shortcut:  [ALT] [f] [d]

  3.  At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.
  
  Example:
  
  
  
  Note:  After you click Proceed, you will see the following message on the Status Bar.