project funding access databasethis database was developed by state aid finance to help county...

Project Funding Access Database

Table of Contents SYSTEM OVERVIEW ................................................................................................................ 1

SYSTEM REQUIREMENTS ....................................................................................................... 1

DOWNLOAD FROM STATE AID FINANCE WEBSITE ............................................................ 1

ONLINE MANUAL ..................................................................................................................... 6

SYSTEM OPERATION .............................................................................................................. 7

MAIN MENU ............................................................................................................................................. 7 Monthly Processing Menu .................................................................................................................... 8

Project Funding Menu....................................................................................................................... 9 Project Number Entry .................................................................................................................. 10 Project Funding Entry Menu ....................................................................................................... 11

Enter Project Funding Entry ..................................................................................................... 12 View/Change/Delete Project Funding Entries ......................................................................... 18

Other Requests Menu .................................................................................................................. 21 Enter Other Requests ................................................................................................................ 22 View/Change/Delete Other Funding Entry .............................................................................. 26 Post Other Requests ................................................................................................................. 27

DCP or Bonding Payment Request Menu ................................................................................... 28 Enter DCP or Bonding Payment Requests ............................................................................... 29 View/Delete DCP or Bonding Payment Requests ................................................................... 33 Post DCP or Bonding Payment Requests ................................................................................. 33

Special Agreements Menu ........................................................................................................... 34 Enter Special Agreements ........................................................................................................ 35 View/Delete Special Agreements............................................................................................. 35 Post Special Agreements .......................................................................................................... 36

Receipt Entry Menu ..................................................................................................................... 37 Enter Receipts .......................................................................................................................... 38 View/Change/Delete Receipts.................................................................................................. 40 Post Receipts ............................................................................................................................ 40

Activate Pending Projects ............................................................................................................ 41 Contracts Menu ............................................................................................................................... 42

Enter Contract Numbers .............................................................................................................. 43 Add Contract – Project Link ........................................................................................................ 43 Contract Partials Menu ................................................................................................................ 45

Enter Contract Partials ............................................................................................................. 46 View Contract Partials ............................................................................................................. 47 Change Contract Partials .......................................................................................................... 48 Post Contract Partials ............................................................................................................... 48

Allotment Processing Menu ............................................................................................................ 49 Enter Annual Allotment............................................................................................................... 50 Enter Allotment Payments ........................................................................................................... 51 Enter Special Town Bridge Allotment Changes .......................................................................... 53 Federal Advance Repayment Menu ............................................................................................ 54

Enter Federal Advance Repayments ........................................................................................ 55 View/Change/Delete Federal Advance Repayments ............................................................... 57 Post Federal Advance Repayments .......................................................................................... 57

Enter Transfers/Account to Account Advances .......................................................................... 58

Table of Contents Monthly Reports Menu ................................................................................................................... 61

Project Funding Reports Menu .................................................................................................... 62 Print/View Summary of State Aid Receivable by Funding ..................................................... 63 Print/View Summary of State Aid Receivable by Project ....................................................... 65 Print/View Funding Totals Report ........................................................................................... 67 Print/View Project Grant-Receivable Transaction Detail ........................................................ 68 Print/View Current Year Project Listing .................................................................................. 69 Print/View Abbreviated Project Listing ................................................................................... 70

Contract Reports Menu ................................................................................................................ 71 Print/View Contracts Payable .................................................................................................. 72 Print/View Contracts Payable by Alt. Proj............................................................................... 74 Print/View Contract Transaction Detail ................................................................................... 76 Print/View Contract Listing ..................................................................................................... 78

Allotment Reports Menu ............................................................................................................. 79 Print/View Allotment Balance Report ..................................................................................... 80 Print/View Deferred Revenue Balance Report ........................................................................ 82

Revenue Reports Menu ............................................................................................................... 84 Print/View Revenue Summary Current Month by Funding..................................................... 85 Print/View Revenue Summary Current Month by Project....................................................... 87

Management Reports Menu ......................................................................................................... 89 Print/View Project Summary ................................................................................................... 90 Print/View Project Cash Analysis ............................................................................................ 91 Print/View Encumbrance Summary ......................................................................................... 92 Print/View Encumbrance Detail............................................................................................... 94

Journal Entry Processing Menu ...................................................................................................... 95 Monthly Journal Entries .............................................................................................................. 96 Monthly Receipt Entries .............................................................................................................. 98 Monthly Revenue Entries (Optional) .......................................................................................... 99 Annual Revenue Entries (Optional) .......................................................................................... 101 Annual Maintenance Entries ..................................................................................................... 102

ANNUAL PROCESSING MENU ................................................................................................................ 103 Annual Accruals Menu ..................................................................................................................... 104

Accruals – Project Funding Menu ................................................................................................ 105 Accruals – Project Funding Entry Menu ................................................................................... 106

Accruals – Enter Project Funding Entry ................................................................................ 107 Accruals – View/Change/Delete Project Funding Entries ..................................................... 113 Accruals – Post Project Funding Entries ................................................................................ 115

Accruals – Other Requests Menu .............................................................................................. 116 Accruals – Enter Other Requests ........................................................................................... 117 Accruals – View/Change/Delete Other Funding Entry .......................................................... 121 Accruals – Post Other Requests ............................................................................................. 122

Accruals – DCP or Bonding Payment Request Menu ............................................................... 123 Accruals – Enter DCP or Bonding Payment Requests ........................................................... 124 Accruals – View/Delete DCP or Bonding Payment Requests ............................................... 129 Post DCP or Bonding Payment Requests ............................................................................... 129

Accruals – Special Agreements Menu ....................................................................................... 130 Accruals – Enter Special Agreements .................................................................................... 131 Accruals – View/Delete Special Agreements ........................................................................ 132 Accruals – Post Special Agreements ...................................................................................... 132

Accruals – Contracts Menu ........................................................................................................... 133

Table of Contents Accruals – Contract Partials Menu ............................................................................................ 134

Accruals – Enter Contract Partials ......................................................................................... 135 Accruals – View Contract Partials ......................................................................................... 136 Accruals – Change Contract Partials ...................................................................................... 137 Accruals – Post Contract Partials ........................................................................................... 137

Annual Construction Costs Menu .................................................................................................... 138 Enter/Change/Delete Annual Construction Costs ..................................................................... 139 Post Annual Construction Costs ................................................................................................ 139

Annual Maintenance Costs .............................................................................................................. 140 Annual Reports Menu ....................................................................................................................... 142

State Reports Menu ....................................................................................................................... 143 Print/View Analysis of State Aid Projects ................................................................................ 144 Print/View Annual Summary of Highway Information ............................................................ 145

Print/View Statement of Construction Costs ................................................................................ 146 Print/View Reserve for Uncompleted Contracts........................................................................... 149 Print/View Revenue Summary Current Year by Funding ............................................................ 150 Print/View Revenue Summary Current Year by Project .............................................................. 151 Print/View Contract Revenue Analysis Report ............................................................................ 152 Begin Year Maintenance Menu .................................................................................................... 153

Final Projects ............................................................................................................................. 154 Final Contracts ........................................................................................................................... 156 Close Current or Re-Open Last Year ........................................................................................ 158

MAINTAIN MASTER RECORDS MENU ................................................................................................... 159 Maintain County Name .................................................................................................................... 160 Funding Type Menu ......................................................................................................................... 161

Cost – G/L Account Maintenance ................................................................................................. 162 Add User Defined Funding Type .................................................................................................. 163

Maintain Project Information Menu ................................................................................................ 165 Delete Project Funding Transactions by Date .............................................................................. 166 Change Pending Project on Construction Costs ........................................................................... 167 Print/View County Project Funding Report .................................................................................. 169 Maintain Project Master ................................................................................................................ 171 Maintain Finaled Projects ............................................................................................................. 171 Delete Project Master and Transactions ....................................................................................... 172

Maintain Contract Information Menu .............................................................................................. 174 Delete Contract Transactions by Date .......................................................................................... 175 Change/Delete Contract – Project Link ....................................................................................... 176 Maintain Contract Master ............................................................................................................. 178 Maintain Finaled Contracts ........................................................................................................... 178 Delete Contract Numbers .............................................................................................................. 179

Build Prior Years Files .................................................................................................................... 181 Enter Beginning Balances Menu ...................................................................................................... 182

Enter Allotment Beginning Balances............................................................................................ 183 Enter/Change/Delete Beginning Other Construction Costs .......................................................... 184 Post Beginning Other Construction Costs .................................................................................... 185

Convert to Version 11.X ................................................................................................................... 186

PAGE SETUP ........................................................................................................................ 192

STANDARD REPORTS ............................................................................................................................ 192 PROJECT CASH ANALYSIS, ENCUMBRANCE DETAIL, ANALYSIS OF STATE AID PROJECTS .................... 193

System Overview, Requirements, and Installation 1

System Overview

This database was developed by State Aid Finance to help County Highway Accountants keep track of State Aid and DCP Receivables, Contracts Payable and State Aid Estimated Revenues. County Highway Accountants generally keep spreadsheets for each project in ledger books that are kept manually; this database is intended to replace these manual ledgers.

System Requirements Access 2000 or newer

Download From State Aid Finance Website

www.dot.state.mn.us/safinance

Select “Worksheets and Applications” from the State Aid Finance Website

“right click” on “Project Funding Access Database Version ## (Access 2000 or newer required)”

http://www.dot.state.mn.us/safinance

System Overview, Requirements, and Installation 2 Select “Save Target As ..”

Save the file to your system.


The database must be “Unzipped”. Right click with your mouse and select “Extract All…”

Click “Next” to continue


Click “Next” to Continue

Click “Finish” to continue

Open the “project_funding” folder


Double click “ProjectFunding.mdb” to start the application.

System Operation – Main Menu 6

Online Manual

The system may access the manual by clicking on “State Aid Finance” as shown in the example:

System Operation – Main Menu 7

System Operation

Main Menu

The Main Menu has five selections:

Monthly Processing Menu – This section allows you to process Funding Requests, Contract Partials, Monthly Reports, and Journal Entry Processing.

Annual Processing Menu – This section allows you to process annual construction costs,

print annual reports for year end, and process for the new year. Maintain Master Records Menu – This section is used to maintain master records and remove

master records and transactions in the system that are no longer needed.

Exit Application – Select this option to close the database. An example of the Main Menu is shown below:

Select an option by moving your mouse cursor over the box or description and left click the mouse.

System Operation – Monthly Processing Menu 8

Monthly Processing Menu

The Monthly Processing Menu has six selections:

Project Funding Menu – State Aid Payment Requests and DCP Payment Requests are entered in this section. Receivable reports in this section provide summarized and detailed information for receivables by funding or by project.

Contracts Menu – Contract partials and finals are entered in this section. Contracts

payable reports provide summarized and detailed information for each contract by contract number and project.

Allotment Processing Menu – This section allows you to process Allotment entries.

Monthly Reports Menu – Funding, Contract, and Revenue reports are available on this

menu. Journal Entry Processing – This section provides Journal Entry printouts for the ACS or

Costrite Systems.

Return to Main Menu – Select this option to return to the Main Menu.

System Operation – Project Funding Menu 9 Project Funding Menu

The Project Funding Menu has eight selections:

Project Number Entry – Enter Project Numbers from this option. Project Funding Entry Menu – Enter Project Funding Entries from this menu, the amounts are

based on the contract letting and final amounts. You must enter the Project Funding for ALL Projects, CP, SAP and SP types.

Other Requests Menu – Enter State Aid Payment Requests “Other Costs” from this menu,

requests would include Force, Project Development, Construction Engineering, Right of Way, and Utility Relocation.

DCP or Bonding Payment Request Menu – Enter DCP and Bonding Payment requests from this menu,

requests are based on the requested amounts from the State Aid DCP Payment Request Ledger for Partial and Final Requests.

Special Agreements – Enter Federal and Bridge Bonding Special Agreement Requests

from this menu, the requested amounts are based on special payment requests that are not processed through the normal State Aid request channels.

Receipt Entry Menu – Enter all cash receipts and overpayments applied from this menu,

receipt and overpayment applied entries are based on the State Aid Payment Document and the County Auditor’s EFT Record.

Activate Pending Projects – Change projects from pending to active status. Return to Monthly Processing Menu – Select this option to return to the Monthly Processing Menu.


System Operation – Project Funding Menu 10

Project Number Entry

Enter Project Numbers from the “Enter Project Numbers” menu option. Project Numbers are formatted ***-***-***, the fields are numeric only.

Type – Select CP (County Project), SAP (State Aid Project), or SP (Federal Project).

Optional Fields: Alternate Project # – Enter the Alternate Project # here, up to 20 characters. Job Number – Enter the Job Number assigned in the ACS Costing System.

Pending – Check this box if project is pending, it will only appear in

the drop down selection on “Enter/Change Annual Construction Costs”.

System – Select System from drop down, this selection will

determine where this project will print on the Statement of Construction Costs.

Road Number/Township Road – Enter the Road Number or Township Road Number

Location – Enter the Project Location. Description – Enter the work being done on the project. Construction Length – Enter the length of the construction segment. Letting Date – Enter the Project Letting Date. Award Date – Enter the Project Award Date. Contractor – Enter the Contractor Name. Press “enter” to write the record to file.

When all Project Numbers have been entered close the screen, this is done by positioning the mouse pointer over the in the upper right corner of the entry screen, then left click to return to the Project Funding Menu.


Project Funding Entry Menu

The Project Funding Entry Menu section of the system provides tracking of State Aid Receivables.

The Project Funding Entry Menu has five selections:

Enter Project Funding Entry – Enter, Project Funding Entries from this menu option. View/Change/Delete Project Funding Changes – View, change or delete entries in funding prior to posting

transactions. Post Project Funding Entries – Post the Project Funding Entries to the database. Return to Project Funding Menu – Select this option to return to the Project Funding Menu. Return to Monthly Processing Menu – Select this option to return to the Monthly Processing

Menu.



Enter Project Funding Entry Project Funding must be entered for ALL projects CP, SAP and SP types.

Enter the Date and select the Project you wish process funding for.

If the Date entered is before the last Project Funding Entry posted to the system the following error message appears:

You may only press “Cancel” and create a new entry with a date on or after the date on the error message. If there are transactions in the process table for the selected project the following message appears:

Press “Continue” to delete the existing transactions and enter a new funding entry or “Cancel” to keep the existing transactions. You may process only one transaction for a project at a time.

System Operation – Project Funding Menu 13 If there are no transactions in the process table and the date is equal to or greater than transactions posted to the system the following message appears:

Press “Continue” to make the entry. Enter the current funding amount for each funding type. The system value appears for each funding type and the change in funding is shown on the entry screen. Funding entries are determined by the Project Type, a CP project has Other Local and County Funds only.

Funding entry for SAP and SP projects are similar in their appearance; Federal funding is omitted from SAP projects.

System Operation – Project Funding Menu 14 SAP projects appear in the following example:

SP projects appear in the following example:

Funding is entered for SAP and SP projects from the State Aid Payment Request. If there is no State Aid Funding on an SP project make the entries based on the “Participation Distribution” worksheet from State Aid.

System Operation – Project Funding Menu 15 Funding:

Regular Enter amount from 1st column Municipal Enter amount from 1st column Town Bridge Enter amount from 1st column Bridge Bonding Enter amount from 1st column State Park Enter amount from 1st column Turnback Enter amount from 1st column Other State Funding Enter amount from 1st column Federal (SP Projects) Enter amount from 1st column Other Local Enter amount from 1st column (local) County Funds Enter amount from 1st column (local) Total Funding Calculated by system, this amount should match the Sub-

Total of the 1st column.

When all Project Funding Entries have been entered for the selected project and there is no Federal or Bond Funding on the selected project, press “Finished”. If you wish to cancel the entry press “Cancel”, the following message appears:

If the funding that you are entering is after the initial funding for the selected project and there is Federal or Bond Funding, “Partial Requests” will appear on the screen. A message will appear at the bottom of the screen “Federal and Bond Funding cannot be less than Partial Requests”.

System Operation – Project Funding Menu 16 If the Federal or Bond Funding is less than the “Partial Requests” the following error will appear when “Continue” is pressed:

You must return to the previous screen and correct the amount(s) in error, when the funding for Federal and Bonding is equal to or greater than the “Partial Requests”, press “Continue” the message below will appear, press “Continue” to write the transactions to the file.

System Operation – Project Funding Menu 17 The information for the Project Funding Entry screen is obtained from the State Aid Payment Request Form:


View/Change/Delete Project Funding Entries

You may view, change or delete a Project Funding Entry that is in process from this option. Select the project you wish to view.

Press “Continue” to view the entry. You may change the current amount on the selected entry.

Press “View Another” to close this screen and select another project to view, change or delete. Press “Finished” to close this screen and return to the “Project Funding Entry Menu”. Press “Delete” to delete the selected project funding transaction and return to the “Project Funding Entry Menu”. A message appears if you delete the transaction:

System Operation – Project Funding Menu 19 When viewing Federal and Bond funded projects, the funding amounts cannot be less than the “Partial Requests” that appear on the screen:

If the Federal or Bond Funding is less than the “Partial Requests” the following error will appear when “Continue” is pressed:


System Operation – Project Funding Menu 20 Post Project Funding Entries

Project Funding Entries must be posted, to do this, left click on the menu option “Post Project Funding Entries”. When the process is complete the following message appears on the screen.

Position the mouse pointer over the and left click to return to the Project Funding Entry Menu.


Other Requests Menu The Other Requests Menu has five selections:

Enter Other Requests – Enter State Aid Payment Other Costs from this menu option.

View/Change/Delete Other Requests – View, change or delete other requests prior to posting

transactions. Post Other Requests – Post the Other Requests to the database.

Return to Project Funding Menu – Select this option to return to the Project Funding Menu. Return to Monthly Processing Menu – Select this option to return to the Monthly Processing

Menu.



Enter Other Requests

Enter the Date, select the Project and Funding Type you wish process Other Requests for.

If the Date and Funding Type entered is before the last Other Requests Entry posted to the system for the selected project the following error message appears:

You may only press “Cancel” and create a new entry with a date on or after the date on the error message. If there are transactions in the process table for the selected project/funding type the following message appears:

Press “Continue” to delete the existing transactions and enter new or “Cancel” to keep the existing transactions. You may process only one transaction for a project/funding type at a time.

System Operation – Project Funding Menu 23 If there are no transactions in the process table and the date is equal to or greater than transactions posted to the system the following message appears:

Press “Continue” to make the entry.

Enter the current request for each type: Const Eng. Req. – Construction Engineering Amount Force Request – County Force Amount Project Dev. Req. – Project Development Amount ROW Request – Right of Way Amount Utility Relocation – Utility Relocation Amount

The system value appears for each request type and the change for each type is shown on the entry screen. Only one request per project/funding source may be entered at one time, each request must be posted before the next request is entered to the system. Multiple requests may be entered at one time for a project if there is a different funding source for each entry.

System Operation – Project Funding Menu 24 When all Other Requests have been entered for the selected project press “Finished”. If you wish to cancel the entry press “Cancel”, the following message appears:


The information for the Other Requests Entry is obtained from the State Aid Payment Request Form:

System Operation – Project Funding Menu 26 View/Change/Delete Other Funding Entry You may view, change or delete an Other Funding Entry that is in process from this option. Select the project you wish to view by place a check in the “Select” box. Select only one; if more than one selection is made only the first selection will be viewed.

Press “Continue” to view the entry. You may change the current amounts on the selected entry.

Press “View Another” to close this screen and select another project to view, change or delete. Press “Finished” to close this screen and return to the “Other Requests Menu”. Press “Delete” to delete the selected project funding transaction and return to the “Other Requests Menu”. A message appears if you delete the transaction:

System Operation – Project Funding Menu 27 Post Other Requests

Other Requests must be posted, to do this, left click on the menu option “Post Other Requests”. When the process is complete the following message appears on the screen.

Position the mouse pointer over the and left click to return to the Other Requests Menu.


DCP or Bonding Payment Request Menu

The DCP or Bonding Payment Request Menu has four selections:

Enter DCP Requests – Enter the DCP Payment Requests from this menu option. Post DCP Requests – Post the DCP Requests to the database.


Menu.



Enter DCP or Bonding Payment Requests Multiple requests may be entered at one time for the same or different projects. Enter the Date and select the project from the drop down, (only projects with Federal and Bond funding will appear in the drop down).

Press “Enter Request”, the following screen will appear:

Press “Cancel”, the process is cancelled, nothing is written to the transaction file. Press “Continue”, the following verification screen appears:

System Operation – Project Funding Menu 30 Press “Enter Next Request” if you have more payment requests to enter, press “Change Current” to change the current entry you are on, press “Finished” if there are no additional payment requests to be entered and return to the “DCP or Bonding Payment Request Menu”, or press “Cancel Current Entry” to cancel the current entry and return to the “DCP or Bonding Payment Request Menu”, if the entry is cancelled the following message appears:

If the request exceeds the “Funding Balance”, the following verification screen will appear:

You may press “Change Current” and lower the amount requested or press “Cancel Current Entry” to cancel the current entry and return to the “DCP or Bonding Payment Request Menu”. You will need to change the funding on the project before you may process the payment request. If the entry is cancelled the following message appears:

The information for a DCP Request is obtained from the State Aid DCP Payment Request:

System Operation – Project Funding Menu 32 The information for a Bonding Request is obtained from the State Aid Payment Request Form, when a payment for Bonding is requested:


View/Delete DCP or Bonding Payment Requests Press “View/Delete DCP or Bonding Payment Requests” to view or delete a current request prior to posting. To delete a request check the “Delete” box, press “Finished”, the request will be removed from the system.

Post DCP or Bonding Payment Requests

DCP or Bonding Payment Requests must be posted, to do this, left click on the menu option “Post DCP or Bonding Payment Requests”. When the process is complete the following message appears on the screen.

Position the mouse pointer over the and left click to return to the “DCP or Bonding Payment Requests Menu”.


Special Agreements Menu

Any request that does not process through normal request channels is considered a Special Agreement. Since there are no standard forms for these requests the source documents that provide the entry information will vary. The Special Agreements Menu has four selections:

Enter Special Agreements – Enter the Special Agreements from this menu option.

Post Special Agreements – Post the Special Agreements to the database.


Menu.



Enter Special Agreements

Date: Enter Agreement Date Project Number: From the Project # Field (Project must be in system) Funding: Federal or Fed Br Bonding Special Agreement: Amount of Agreement

Multiple requests may be entered at one time, click to enter additional agreements, more than one entry may be processed for the same project. When all Special Agreements have been entered close the screen, this is done by clicking

on the entry screen to return to the Special Agreements Menu.

View/Delete Special Agreements Prior to posting Special Agreement transactions they may be viewed.

If you wish to delete a transaction check the “Delete” box, when the “Finished” button is clicked the system will return to the Special Agreements Menu. Any transactions that were checked for deletion will be removed from the system.


Post Special Agreements

Special Agreements must be posted, to do this, left click on the menu option “Post Special Agreements”. When the process is complete the following message appears on the screen.

Position the mouse pointer over the and left click to return to the Special Agreements Menu.


Receipt Entry Menu The Receipt Entry Menu has five selections:

Enter Receipts – Enter all receipts from this menu option.

View/Change/Delete Receipts – View, change or delete receipt entries prior to posting to

database. Post Receipts – Post receipts to the database.


Menu.



Enter Receipts Enter the “Receipt Date”, “Receipt #” (optional) select the “Project” from the drop down, then press “Continue”.

Transaction Type: OPApplied Overpayment applied to project Payment Cash Payment Funding: Regular Enter amount based on Account Type from Payment Document Municipal Enter amount based on Account Type from Payment Document Town Bridge Enter amount based on Account Type from Payment Document Bridge Bonding Enter amount based on Account Type from Payment Document State Park Enter amount based on Account Type from Payment Document Turnback Enter amount based on Account Type from Payment Document Other Grants Enter amount based on Account Type from Payment Document

Federal Enter amount based on Account Type from Payment Document

If the Federal payment is a State Aid Advance in Lieu of Federal Funds check the “SA Advance?” box.

If the amount exceeds the “Receivable Balance” a message will appear on the screen as shown in the following example:


If you have additional receipts to enter press “Next Receipt”, if you have no other receipts to enter press “Finished”, or if you wish to cancel the current receipt entry press “Cancel This Entry”.

The receipt amounts are obtained from the State Aid Payment Document or the County Auditor’s EFT Payment records:


View/Change/Delete Receipts You may view, change or delete receipts prior to posting. Each receipt entry is displayed one at a time, you may change the transaction type, amount, delete and in the case of “Federal” receipts change the SA Advance indicator. To delete an entry check the “Delete Record” box, the entry will be deleted when you exit the process.

When you wish to exit “View/Change/Delete Receipt” press the “Finished” button.

Post Receipts

Receipts must be posted, to do this, left click on the menu option “Post Receipts”. When the process is complete the following message appears on the screen.

Position the mouse pointer over the and left click to return to the Receipt Entry Menu.


Activate Pending Projects Select this option to activate pending projects, uncheck the “Pending” box to make a project active. Active projects will appear in all dropdown selection screens.

System Operation – Contracts Menu 42 Contracts Menu The Contracts Menu has four selections:

Enter Contract Numbers – Enter Contract Numbers from this menu option.

Add Contract – Project Link – Link Contracts to Projects from this menu option. Contract Partials Menu – Enter Contract Partials and Finals from this menu.

Return to Main Menu – Select this option to return to the Main Menu

(Switchboard).


System Operation – Contracts Menu 43

Enter Contract Numbers

Enter Contract Numbers from the “Enter Contract Numbers” menu option. Contract Numbers are five-character alphanumeric field. Vendor Name is optional, this field is not required. Press “enter” to write the record to file.

When all Contract Numbers have been entered close the screen, this is done by positioning the mouse pointer over the in the upper right corner of the entry screen, then left click to return to the Contracts Menu.

Add Contract – Project Link

Select the Contract to be linked from this screen, only new contracts that are not linked to projects will appear in the drop down windows.

System Operation – Contracts Menu 44 Click the “Select Projects” button to view and add projects to the selected contract.

Link projects to the selected contract by placing a check in the “Add” check box. Click the “Add to Contract Project Table” button to write the records to file.

Click the “Cancel” button on the contract selection or project selection screens to cancel the process, no records will be written to file.


Contract Partials Menu

Contract Partials and Finals are entered from this menu. Work Certified, Miscellaneous Adjustments, and Payment amounts are entered for each partial or final. The information for each partial or final is obtained from the Contract Partial or Final document. The Contract Partials Menu has six selections:

Enter Contract Partials – Enter the Contract Partials and Finals from this menu

option. View Contract Partials – Contract Partials may be viewed from this menu option. Change Contract Partials – Contract Partials may be changed or deleted from this

menu option. Post Contract Partials – Post the Contract Partials to the database.

Return to Contracts Menu – Select this option to return to the Contracts Menu. Return to Monthly Processing Menu – Select this option to return to the Monthly Processing

Menu.



Enter Contract Partials

The Contract Partial and Finals are entered from this menu option; the amounts are obtained from the County Highway Contract Partial and Final Documents.

Date: Date Certified Contract: Contract Number

Press “Continue” to enter the contract partial/final payment information.

All projects that are linked to the contract will appear on the screen. Certified: Current Certified Amount Misc. Adjustments: Current Misc. Adjustments – plus or minus Payment: Amount of Current Payment Amount to the Contractor

Retainage: Calculated on the screen, no entry required (ties back to contract partial document)

Released: Calculated on the screen, no entry required (ties back to contract partial document)

Press “Finished” to write the information to the system and return to the “Contract Partials Menu”, press “Next Contract” if you have another contract partial to enter.

System Operation – Contracts Menu 47 Press “Cancel Contract Partial” to cancel the current entry and return to the “Contract Partials Menu”.

You may enter multiple partials for each contract, you do not have to post each contract partial before entering another for the same contract.

View Contract Partials

You may view an existing Contract Partial before posting the partials to the system.

The Contract Totals for Certified to Date, Back Page to Date, Payments to Date, and Retainage to Date will appear in the header of the screen. Project detail will appear in the body of the screen, the information includes the Current Entry, System Value, and New Value for each project in process. When you wish to leave this option position the mouse pointer over the in the upper right corner of the entry screen, then left click to return to the Contract Partials Menu.


Change Contract Partials

You may change an existing Contract Partial before posting the partials to the system.

You may change the Date, Certified, Back Page, or Payment amounts. If you wish to delete an entry put a “check” in the “Delete Check Box”, the entry will be removed from the system prior to posting.

When you wish to leave this option position the mouse pointer over the in the upper right corner of the entry screen, then left click to return to the Contract Partials Menu.

Post Contract Partials

Contract Partials must be posted, to do this, left click on the menu option “Post Contract Partials”. When the process is complete the following message appears on the screen.

Position the mouse pointer over the and left click to return to the Contract Partials Menu.

System Operation – Contracts Menu 49 Allotment Processing Menu

The Annual Processing Menu has seven selections:

Enter Annual Allotments –

Enter annual allotments from the annual apportionment letter.

Enter Allotment Payments – Enter allotment payments for maintenance and bonding principal and interest.

Enter Special Town Bridge Allotment Changes – Enter increase and decrease amounts for Special Town Bridge allocations.

Federal Advance Repayment Menu – Enter repayment of State Aid Funds advanced on federal projects in lieu of Federal Funds.

Enter Transfers/Account to Account Advances – Enter funding transfers or account to account advances between Regular and Municipal funds.


An example of the Allotment Processing Menu is shown below:



Enter Annual Allotment Enter your annual allotment amounts as shown on the annual apportionment letter from State Aid Finance. If this is the first time entering allotments for the year the following screen appears:

Enter the “Allotment Date” then press “Enter Allotments”, if you wish to cancel the process press the “Cancel” button. If you entered allotments for the current year the following screen appears:

The additional allotment amounts entered to the system when allotments have been previously entered will be combined with those previous entries. Enter the “Allotment Date” then press “Enter Allotments”, if you wish to cancel the process press the “Cancel” button.

Enter the allotment amounts as shown on the apportionment letter. Press “Process Allotments” when you are finished entering, to cancel and not process any of the entries press “Cancel Process”.


Enter Allotment Payments Allotment payments are received from State Aid Finance for bond principal and interest, previous year maintenance receivables, and current year maintenance payments. Process these payments by taking this menu option. When you select “Enter Allotment Payments” the following selection screen appears:

Select the “Allotment Payment Type” from the drop down. Press “Continue” to enter the payment date, press “Cancel Process” to cancel and return to the menu. The “Bond/Interest Payment” process is shown below:

Enter the “Bond/Interest Payment Date”, press “Continue” to enter the amounts, press “Cancel Process” to cancel and return to the menu.

Enter the bond principal amount to “70 – CO REG CONST” and the bond interest to “80 – CO REG MAINT”. Press “Process Payments” to post transactions to the system, press “Cancel Process” to cancel and return to the menu.


The “Maint Receivable Payment” for prior year’s maintenance receivables is shown below:

Enter the “Maint Receivable Payment Date”, press “Continue” to enter the amounts, press “Cancel Process” to cancel and return to the menu.

Enter the prior year receivable payment for the appropriate maintenance accounts “80 – CO REG MAINT” and “81 – CO MUNI MAINT”. Press “Process Payments” to post transactions to the system, press “Cancel Process” to cancel and return to the menu.

The “Maintenance Payment” for current year’s maintenance payments is shown below:

Enter the “Maintenance Payment Date”, press “Continue” to enter the amounts, press “Cancel Process” to cancel and return to the menu.

Enter the current year payment for the appropriate maintenance accounts “80 – CO REG MAINT” and “81 – CO MUNI MAINT”. Press “Process Payments” to post transactions to the system, press “Cancel Process” to cancel and return to the menu.


Enter Special Town Bridge Allotment Changes

Special Town Bridge Allotments occur when State Aid awards the county additional Town Budge funds; it is separate from the Town Bridge allotment. The increases and decreases in Special Town Bridge funds are reported on the SAAS Status Report, click on the Allocation amount to view the transaction detail.

Enter the date of the increase or decrease in Special Town Bridge funds as shown in the detail on the SAAS State Report. Press “Enter Allotments” to continue or press “Cancel” to cancel the process and return to the menu.

Enter the amount of an increase as a positive or a decrease as a negative amount.

Press “Process Allotment” to post the transaction to the system, the following message appears:

If you wish to cancel the process and not post anything to the system press “Cancel Process”, the following message appears:


Federal Advance Repayment Menu

The Federal Advance Repayment Menu has five selections: Enter Federal Advance Repayments –

Enter Federal Advance Repayments when notified by State Aid.

View/Change/Delete Federal Advance Repayments – View, change or delete Federal Advance repayment records before posting.

Post Federal Advance Repayments – Post Federal Advance Repayment records to the system.

Return to Allotment Processing Menu – Select this option to return to the Allotment Processing Menu. Return to Main Menu – Select this option to return to the Main Menu.



Enter Federal Advance Repayments Select this option to enter repayments of Federal funds to State Aid. Federal advances are kept track of in the system by project number. Upon selecting this option the following selection screen appears:

The screen will show all outstanding Federal Advances, select a project by placing a check in the Select checkbox. Press “Continue” to enter the advance repayment, press “Cancel Entry” to return to the menu. If “Cancel Entry” is pressed the following message appears:

By pressing “Continue” the following entry screen appears:


Enter the “Date” and “Repayment Amount”, if this is a final repayment check the “Final” checkbox. If you check the “Final” checkbox the system will create the appropriate entries to clear out any remaining balance for the selected project. Press “Next Repayment” if you have additional advance repayments, press “Finished” if all entries have been made or press “Cancel Process” to cancel the current entry and return to the menu. If “Cancel Process” is pressed the following message appears:


View/Change/Delete Federal Advance Repayments Select this option to view, change or delete repayments of Federal funds to State Aid. Upon selecting this option the following selection screen appears:

All entries made to the system but not posted will appear on this screen. You may change the “Date”, “Repayment Amount”, “Final” checkbox, or “Delete” checkbox. If you check the “Delete” checkbox the entry will be deleted from the system. To return to the menu press the “Continue” button.

Post Federal Advance Repayments Select this option to post repayments of Federal funds to State Aid. Upon selecting this option the following message appears:


Enter Transfers/Account to Account Advances Select from the drop down the “Transaction Type”. Select one of three types:

Advance – Account to Account Advance Repayment – Repayment of Account to Account Advance Transfer – Permanent transfer of funds between Regular and Municipal

Construction accounts

When you select “Advance” the following selection screen appears:

Select “Regular to Municipal” or “Municipal to Regular” for the type of advance. The following entry screen appears:

Enter the date and amount of the advance, press “Process Transaction” to post the entry to the system. If you wish to cancel and not process anything press “Cancel Process”.


When you select “Repayment” the following selection screen appears:

Select “Regular to Municipal” or “Municipal to Regular” for the type of repayment. The following entry screen appears:

Enter the date and amount of the repayment, press “Process Transaction” to post the entry to the system. If you wish to cancel and not process anything press “Cancel Process”.


When you select “Transfer” the following selection screen appears:

Select “Regular to Municipal” or “Municipal to Regular” for the type of transfer. The following entry screen appears:

Enter the date and amount of the transfer, press “Process Transaction” to post the entry to the system. If you wish to cancel and not process anything press “Cancel Process”.

System Operation – Monthly Reports Menu 61 Monthly Reports Menu

The Monthly Reports Menu has five selections: Project Funding Reports Menu – Project Funding reports are provided on this menu.

Contract Reports Menu – Contracts Payable reports are provided on this menu.

Allotment Reports Menu – Print/view monthly allotment and deferred revenue reports.

Revenue Reports Menu – Monthly revenue reports are provided on this menu. Return to Monthly Processing Menu – Select this option to return to the Monthly Processing

Menu. Return to Main Menu – Select this option to return to the Main Menu.

System Operation – Monthly Reports Menu 62

Project Funding Reports Menu

The Project Funding Reports Menu has seven selections:

Print/View Summary of State Aid Receivable by Funding – A summarized listing of State Aid Receivables by Funding Source Print/View Summary of State Aid Receivable by Project – A summarized listing of State Aid Receivables by Project Number Print/View Funding Totals Report – A summarized listing of Funding Totals by active Projects

Print/View Project Receivable Transaction Detail – A detailed listing of State Aid Receivables by Project Number Print/View Current Year Project Listing – A listing of current Project Numbers on the system.

Print/View Abbreviated Project Listing –

An abbreviated listing of all Project Numbers on the system.

Return to Monthly Reports Menu – Select this option to return to the Monthly Reports Menu.

A preview is provided for each report on the system; it is your option to print it. To print/view a report position your cursor over the report option and “left click” the mouse.


Print/View Summary of State Aid Receivable by Funding

Upon selecting this option you will need to select the month to run the report thru:

After selecting the month click , a month verification message box will appear:

Click , the report will appear. If the month selected is December the following message box will appear:

The system allows the user to isolate year-end accruals, when running this report the user may exclude or include these year-end accruals.

System Operation – Monthly Reports Menu 64 This report summarizes the State Aid Receivable by Funding.

If your report does not appear as shown please refer to page 192 for the proper page setup.


Print/View Summary of State Aid Receivable by Project




The system allows the user to isolate year-end accruals, when running this report the user may exclude or include these year-end accruals.


This report summarizes the State Aid Receivable by Project Number. If your report does not appear as shown please refer to page 192 for the proper page setup.


Print/View Funding Totals Report


After selecting the month press . This report summarizes funding totals for current projects.



Print/View Project Grant-Receivable Transaction Detail This report provides grant and receivable detail by project number.

When you select this option you will be required to select at least one project number, if you wish to run details for multiple projects press the .

When you have selected all the projects you wish to include in the report press the .


Print/View Current Year Project Listing

This option will list all projects that active in the current year. If your report does not appear as shown please refer to page 192 for the proper page setup.


Print/View Abbreviated Project Listing

This option will list all projects that are on the system, it includes the Alternate Project Number, associated contract number, final indicator and final date, and pending indicator.


Contract Reports Menu

A variety Contract Reports are provided on this menu. The Contract Reports Menu has five selections:

Print/View Contracts Payable –

A summarized listing of Contracts Payable, subtotaled by project. Print/View Contracts Payable by Alt. Proj. –

A summarized listing of Contracts Payable, subtotaled by alternate project.

Print/View Contract Transaction Detail –

A detailed transaction listing for a contract the detail is grouped by project.

Print/View Contract Listing –

A listing of all Contract Numbers in the system. Return to Monthly Reports Menu –

Select this option to return to the Monthly Reports Menu.




Print/View Contracts Payable Upon selecting this option you will need to select the month to run the report thru:




This report provides the Balance Forward (from the previous year), Work Certified (current year), Miscellaneous Adjustments (plus or minus for the current year) and the Balance owed for each project and contract. If there are multiple projects within a contract the projects will be combined for the contract total. A Grand Total of all contracts payable is provided on the last page.


Print/View Contracts Payable by Alt. Proj. Upon selecting this option you will need to select the month to run the report thru:



System Operation – Monthly Reports Menu 75 This report provides the Balance Forward (from the previous year), Work Certified (current year), Miscellaneous Adjustments (plus or minus for the current year) and the Balance owed for each project and contract. If there are multiple projects within a contract the projects will be combined for the contract total. A Grand Total of all contracts payable is provided on the last page.


Print/View Contract Transaction Detail

When you select this option you will be required to select at least one contract number, if you wish to run details for multiple contracts press the .

When you have selected all the contracts you wish to include in the report press the .

System Operation – Monthly Reports Menu 77 This report provides contract transaction detail by project within each contract, all projects that are attached to the contract is included. Each Contract Partial is listed by project in date order, Work Certified, Miscellaneous Adjustments (plus or minus), Payments, and Retainage (withheld or released). Subtotals are provided by each project and grand totals by contract.

This report will be helpful when reporting information to the state auditors.


Print/View Contract Listing

This option will list all contracts and the projects that are tied to them, that are on the system, use this list to determine if any contracts need to be finaled on the system.


Allotment Reports Menu

The Allotment Reports Menu has three selections:

Print/View Allotment Balance Report –

Print or view the allotment balances by month.

Print/View Deferred Revenue Balance Report – Print or view the deferred revenue balances by month

Return to Allotment Processing Menu – Select this option to return to the Allotment Processing Menu.

An example of the Annual Processing Menu is shown below:


Print/View Allotment Balance Report




System Operation – Monthly Reports Menu 81 This report provides the State Aid Allotment Balances.



Print/View Deferred Revenue Balance Report




System Operation – Monthly Reports Menu 83 This report provides the State Aid Deferred Revenue Balances.


System Operation – Annual Processing Menu 84

Revenue Reports Menu

A variety of Revenue Reports are provided on this menu. The Revenue Reports Menu has three selections:

Print/View Revenue Summary Current Month by Funding –

Estimated State Aid Revenue for the current month, sorted by funding. Print/View Revenue Summary Current Month by Project –

Estimated State Aid Revenue for the current month, sorted by project. Return to Monthly Reports Menu –





Print/View Revenue Summary Current Month by Funding Upon selecting this option you will need to select the month to run the report thru:




Revenue is reported on the report by State Aid Funding Source, projects will be summarized by Funding Source and a total for each Funding Source will be provided. Contract Revenue is based on Contract Partials posted to the current month. Force, Project Dev, ROW, and Utility revenue are based on current month Funding Requests. Federal and Fed Br Bonding Revenue are based on Federal Payment requests made in the current month. With each change to Project Funding the system will be recalculate the revenues on this report. Totals are provided by Prior Years, Prior Months, Current Month, Current Year to Date, and Total for all years. If your report does not appear as shown please refer to page 192 for the proper page setup.


Print/View Revenue Summary Current Month by Project





Revenue is reported on the report by Project, State Aid funding sources will appear for each Project. Contract Revenue is based on Contract Partials posted to the current month. Force, Project Dev, ROW, and Utility revenue are based on current month Funding Requests. Federal and Fed Br Bonding Revenue are based on Federal Payment requests made in the current month. With each change to Project Funding the system will be recalculate the revenues on this report. Totals are provided by Prior Years, Prior Months, Current Month, Current Year to Date, and Total for all years. If your report does not appear as shown please refer to page 192 for the proper page setup.


Management Reports Menu

A variety of Management Reports are provided on this menu. The Management Reports Menu has five selections:

Print/View Project Summary –

Funding, Receivable, Contract Payable, and Revenue by Project. Print/View Project Cash Analysis – Cash Analysis of current projects. Print/View Encumbrance Summary –

Remaining encumbrance by project summarized amounts. Print/View Encumbrance Detail –

Remaining encumbrance by project detailed funding and payments. Return to Monthly Reports Menu –





Print/View Project Summary

Upon selecting this option you may select one project:

After selecting the project click .

This report provides a summary of the selected project. It includes the Project Funding, Project Receivables, Contracts Payable, and Project Revenue. This report is not date specific so it includes all transactions for the project.



Print/View Project Cash Analysis


After selecting the month click . This report shows the cash balance available for each active project. If your report does not appear as shown please refer to page 193 for the proper page setup.


Print/View Encumbrance Summary You may print this report based on “Paid Certified” or “Work Certified”:

After selecting the report basis you will need to select the month to run the report thru:

After selecting the month click .


This report shows the encumbered, paid or work certified, remaining encumbered and excess paid with county funds. If a project has been finaled the remaining encumbered and excess paid with county funds will be $0.00.


Print/View Encumbrance Detail You may print this report based on “Paid Certified” or “Work Certified”:

After selecting the report basis you will need to select the month to run the report thru:

After selecting the month click .

This report shows the encumbered by funding, paid or work certified, excess paid with county funds, and remaining encumbered. If a project has been finaled the remaining encumbered and excess paid with county funds will be $0.00. If your report does not appear as shown please refer to page 193 for the proper page setup.


Journal Entry Processing Menu

The system will generate data entry forms for the ACS, Costrite or Generic Costing Systems. You must provide the correct Costing System in the County Name Maintenance and Cost Accounts in the Cost – G/L Account Maintenance area of the system (see page 160), prior to running the options on this menu. Journal Entry Processing Menu has five selections: Monthly Journal Entries – This option will produce an adjustment batch entry form for the

month selected. Monthly Receipt Entries – This option will produce a receipt batch entry form for the

month selected. Monthly Revenue Entries (Optional) – This option will produce an adjustment batch entry form for the

current month’s revenue. You have the option to recognize revenues monthly or annually.

Annual Revenue Entries (Optional) – This option will produce an adjustment batch entry form for the

current year’s revenue. You have the option to recognize revenues monthly or annually.

Annual Maintenance Entries – This option will produce an adjustment batch entry form for the

current year Regular and Municipal Maintenance Receivable, Revenue, Overpayments and transfers to construction.

Return to Monthly Processing Menu – Select this option to return to the Monthly Processing Menu.



Monthly Journal Entries





A batch of journal entries will be printed based on the changes to the Project Funding Entries, Federal and Bonding revenues, and Overpayments Applied to the system for the month requested.


Monthly Receipt Entries

Upon selecting this option you will need to select the month to run the report:

After selecting the month press .

A batch of journal entries will be printed based on the receipts posted to the system for the month requested.


Monthly Revenue Entries (Optional)





A batch of journal entries will be created to recognize revenue for the month selected, please note that Federal and Bonding revenues will not be included on this form, these revenues were listed on the ACS Monthly Journal Entries form in the month that they occurred.


Annual Revenue Entries (Optional) You may include or exclude year-end accruals.

This selection will generate a listing for revenue recognition at year end, please note that Federal and Bonding revenues will not be included on this form, these revenues were listed on the ACS Monthly Journal Entries form in the month that they occurred.


Annual Maintenance Entries Upon selecting this option the following message box appears:

Click to view the report.

This selection will generate a listing for maintenance revenue recognition, receivables, overpayments and transfers to construction at year end.


Annual Processing Menu The Annual Processing Menu has six selections:

Annual Accruals Menu – Process Year-end Accruals for Project Funding and Contract Partials. Annual Construction Costs Menu –

Process annual construction costs for pending and active projects for construction/projects engineering, right of way, force, utility and misc costs.

Annual Maintenance Costs –

Enter annual maintenance costs as determined at year end.

Annual Reports Menu – Print various year end reports.

Begin Year Maintenance Menu –

Estimated State Aid Revenue for the current year, sorted by project.


An example of the Annual Processing Menu is shown below:


Annual Accruals Menu If you annual accruals to enter to the system for year-end processing you may process those entries through the Annual Accruals Menu. The Annual Accruals Menu has three selections:

Accruals – Project Funding Menu –

Select this option to enter or change annual construction costs for projects. Costs would include construction engineering, project engineering, right of way, force construction, utility relocation, and miscellaneous other costs.

Accruals – Contract Menu –

Select this option to post annual construction costs for projects. Return to Annual Processing Menu – Select this option to return to the Annual Processing Menu.

An example of the Annual Accruals Menu is shown below:

System Operation – Annual Processing Menu 105 Accruals – Project Funding Menu

The Accruals – Project Funding Menu has five selections:

Accruals – Project Funding Entry Menu – Enter Project Funding Entries from this menu, the amounts are

based on the contract letting and final amounts. You must enter the Project Funding for ALL Projects, CP, SAP and SP types.

Accruals – Other Requests Menu – Enter State Aid Payment Requests “Other Costs” from this menu,

requests would include Force, Project Development, Construction Engineering, Right of Way, and Utility Relocation.

Accruals – DCP or Bonding Payment Request Menu – Enter DCP and Bonding Payment requests from this menu,

requests are based on the requested amounts from the State Aid DCP Payment Request Ledger for Partial and Final Requests.

Accruals – Special Agreements – Enter Federal and Bridge Bonding Special Agreement Requests

from this menu, the requested amounts are based on special payment requests that are not processed through the normal State Aid request channels.

Return to Annual Accruals Menu – Select this option to return to the Annual Accruals Menu.



Accruals – Project Funding Entry Menu

The Accruals – Project Funding Entry Menu section of the system provides tracking of State Aid Receivables.

The Accruals – Project Funding Entry Menu has four selections:

Accruals – Project Funding Entry – Enter, Project Funding Entries from this menu option. Accruals – View/Change/Delete Project Funding Changes – View, change or delete entries in funding prior to posting

transactions. Post Project Funding Entries – Post the Project Funding Entries to the database. Return to Accruals – Project Funding Menu – Select this option to return to the Project Funding Menu.



Accruals – Enter Project Funding Entry You may enter year-end accruals that you wish to isolate at year-end. To ensure that only accrual entries are processed the system will automatically delete any transactions in the work file that are not accrual entries when this menu option is selected. The date defaults to the last day of the current year, select the project from the drop down.

If the year-end date is before the last Project Funding Entry posted to the system the following error message appears:

You may only press “Cancel” and create a new entry with a date on or after the date on the error message. If there are transactions in the process table for the selected project the following message appears:

Press “Continue” to delete the existing transactions and enter new or “Cancel” to keep the existing transactions. You may process only one transaction for a project at a time.

System Operation – Annual Processing Menu 108 If there are no transactions in the process table and the date is equal to or greater than transactions posted to the system the following message appears:

Press “Continue” to make the entry. Enter the current funding amount for each funding type. The system value appears for each funding type and the change in funding is shown on the entry screen. Funding entries are determined by the Project Type, a CP project has Other Local and County Funds only.

Funding entry for SAP and SP projects are similar in their appearance; Federal funding is omitted from SAP projects.

System Operation – Annual Processing Menu 109 SAP projects appear in the following example:

SP projects appear in the following example:

Funding is entered for SAP and SP projects from the State Aid Payment Request. If there is no State Aid Funding on an SP project make the entries based on the “Participation Distribution” worksheet from State Aid.

System Operation – Annual Processing Menu 110 Funding:

Regular Enter amount from 1st column Municipal Enter amount from 1st column Town Bridge Enter amount from 1st column Bridge Bonding Enter amount from 1st column State Park Enter amount from 1st column Turnback Enter amount from 1st column Other State Funding Enter amount from 1st column Federal (SP Projects) Enter amount from 1st column Other Local Enter amount from 1st column (local) County Funds Enter amount from 1st column (local) Total Funding Calculated by system, this amount should match the Sub-

Total of the 1st column.

When all Project Funding Entries have been entered for the selected project and there is no Federal or Bond Funding on the selected project, press “Finished”. If you wish to cancel the entry press “Cancel”, the following message appears:

If the funding that you are entering is after the initial funding for the selected project and there is Federal or Bond Funding, “Partial Requests” will appear on the screen. A message will appear at the bottom of the screen “Federal and Bond Funding cannot be less than Partial Requests”.

System Operation – Annual Processing Menu 111 If the Federal or Bond Funding is less than the “Partial Requests” the following error will appear when “Continue” is pressed:


System Operation – Annual Processing Menu 112 The information for the Project Funding Entry screen is obtained from the State Aid Payment Request Form:


Accruals – View/Change/Delete Project Funding Entries

You may view, change or delete a Accruals - Project Funding Entry that is in process from this option. Select the project you wish to view.

Press “Continue” to view the entry. You may change the current amount on the selected entry.

Press “View Another” to close this screen and select another project to view, change or delete. Press “Finished” to close this screen and return to the “Project Funding Entry Menu”. Press “Delete” to delete the selected project funding transaction and return to the “Project Funding Entry Menu”. A message appears if you delete the transaction:

System Operation – Annual Processing Menu 114 When viewing Federal and Bond funded projects, the funding amounts cannot be less than the “Partial Requests” that appear on the screen:

If the Federal or Bond Funding is less than the “Partial Requests” the following error will appear when “Continue” is pressed:



Accruals – Post Project Funding Entries

Project Funding Entries must be posted, to do this, left click on the menu option “Post Project Funding Entries”. When the process is complete the following message appears on the screen.

Position the mouse pointer over the and left click to return to the Project Funding Entry Menu.


Accruals – Other Requests Menu The Accruals – Other Requests Menu has four selections:

Enter Accruals – Other Requests – Enter State Aid Payment Other Costs from this menu

option. Accruals – View/Change/Delete Other Requests – View, change or delete other requests prior to posting

transactions. Accruals – Post Other Requests – Post the Other Requests to the database.

Return to Accruals – Project Funding Menu – Select this option to return to the Project Funding Menu.



Accruals – Enter Other Requests You may enter year-end accruals that you wish to isolate at year-end. To ensure that only accrual entries are processed the system will automatically delete any transactions in the work file that are not accrual entries when this menu option is selected.

Select the Project and Funding Type you wish process Other Requests for.

If the Date and Funding Type entered is before the last Other Requests Entry posted to the system for the selected project the following error message appears:

You may only press “Cancel” and create a new entry with a date on or after the date on the error message. If there are transactions in the process table for the selected project/funding type the following message appears:

Press “Continue” to delete the existing transactions and enter new or “Cancel” to keep the existing transactions. You may process only one transaction for a project/funding type at a time.

System Operation – Annual Processing Menu 118 If there are no transactions in the process table and the date is equal to or greater than transactions posted to the system the following message appears:

Press “Continue” to make the entry.

Enter the current request for each type: Const Eng. Req. – Construction Engineering Amount Force Request – County Force Amount Project Dev. Req. – Project Development Amount ROW Request – Right of Way Amount Utility Relocation – Utility Relocation Amount

The system value appears for each request type and the change for each type is shown on the entry screen. Only one request per project/funding source may be entered at one time, each request must be posted before the next request is entered to the system. Multiple requests may be entered at one time for a project if there is a different funding source for each entry.

System Operation – Annual Processing Menu 119 When all Other Requests have been entered for the selected project press “Finished”. If you wish to cancel the entry press “Cancel”, the following message appears:


The information for the Other Requests Entry is obtained from the State Aid Payment Request Form:


Accruals – View/Change/Delete Other Funding Entry You may view, change or delete an Other Funding Entry that is in process from this option. Select the project you wish to view by place a check in the “Select” box. Select only one; if more than one selection is made only the first selection will be viewed.

Press “Continue” to view the entry. You may change the current amounts on the selected entry.

Press “View Another” to close this screen and select another project to view, change or delete. Press “Finished” to close this screen and return to the “Other Requests Menu”. Press “Delete” to delete the selected project funding transaction and return to the “Other Requests Menu”. A message appears if you delete the transaction:


Accruals – Post Other Requests

Other Requests must be posted, to do this, left click on the menu option “Post Other Requests”. When the process is complete the following message appears on the screen.

Position the mouse pointer over the and left click to return to the Other Requests Menu.


Accruals – DCP or Bonding Payment Request Menu

The Accruals – DCP or Bonding Payment Request Menu has four selections:

Accruals – Enter DCP or Bonding Payment Requests – Enter the DCP Payment Requests from this menu option.

Accruals – View/Delete DCP or Bonding Payment Requests – View or Delete DCP or Bonding Payment Requests. Accruals – Post DCP Requests – Post the DCP Requests to the database.

Return to Accruals – Project Funding Menu – Select this option to return to the Project Funding Menu.



Accruals – Enter DCP or Bonding Payment Requests Multiple requests may be entered at one time for the same or different projects. The date is defaulted to the last day of the processing year, select the project from the drop down, (only projects with Federal and Bond funding will appear in the drop down).

Click , if no project is selected this message box appears:

Click and select a project, or click to cancel the process.

When a project is selected, the Project Verification message box appears:


Press , the following screen will appear:

Press “Cancel”, the process is cancelled, nothing is written to the transaction file. Press “Continue”, the following verification screen appears:

Press “Enter Next Request” if you have more payment requests to enter, press “Change Current” to change the current entry you are on, press “Finished” if there are no additional payment requests to be entered and return to the “DCP or Bonding Payment Request Menu”, or press “Cancel Current Entry” to cancel the current entry and return to the “DCP or Bonding Payment Request Menu”, if the entry is cancelled the following message appears:


If the request exceeds the “Funding Balance”, the following verification screen will appear:

You may press “Change Current” and lower the amount requested or press “Cancel Current Entry” to cancel the current entry and return to the “DCP or Bonding Payment Request Menu”. You will need to change the funding on the project before you may process the payment request. If the entry is cancelled the following message appears:

System Operation – Annual Processing Menu 127 The information for a DCP Request is obtained from the State Aid DCP Payment Request:

System Operation – Annual Processing Menu 128 The information for a Bonding Request is obtained from the State Aid Payment Request Form, when a payment for Bonding is requested:


Accruals – View/Delete DCP or Bonding Payment Requests Press “View/Delete DCP or Bonding Payment Requests” to view or delete a current request prior to posting. To delete a request check the “Delete” box, press “Finished”, the request will be removed from the system.

Post DCP or Bonding Payment Requests

DCP or Bonding Payment Requests must be posted, to do this, left click on the menu option “Post DCP or Bonding Payment Requests”. When the process is complete the following message appears on the screen.

Position the mouse pointer over the and left click to return to the “DCP or Bonding Payment Requests Menu”.


Accruals – Special Agreements Menu

Any request that does not process through normal request channels is considered a Special Agreement. Since there are no standard forms for these requests the source documents that provide the entry information will vary. The Accruals – Special Agreements Menu has four selections:

Accruals – Enter Special Agreements – Enter the Special Agreements from this menu option.

Accruals – View/Delete Special Agreements – View or Delete Special Agreement entries. Accruals – Post Special Agreements – Post the Special Agreements to the database.

Return to Accruals – Project Funding Menu – Select this option to return to the Accruals – Project

Funding Menu.



Accruals – Enter Special Agreements

Date: Defaults to last day of the year Project Number: From the Project # Field (Project must be in system) Funding: Federal or Fed Br Bonding Special Agreement: Amount of Agreement

Multiple requests may be entered at one time, click , a verification window will appear:

Multiple requests may be entered at one time, click to enter additional agreements, more than one entry may be processed for the same project. When all Special Agreements have been entered close the screen, this is done by clicking

on the entry screen to return to the Special Agreements Menu.

System Operation – Annual Processing Menu 132 If a field is not entered an error message will appear:

Click to correct the Special Agreement Entry.

Accruals – View/Delete Special Agreements Prior to posting Special Agreement transactions they may be viewed.

If you wish to delete a transaction check the “Delete” box, when the “Finished” button is clicked the system will return to the Special Agreements Menu. Any transactions that were checked for deletion will be removed from the system.

Accruals – Post Special Agreements

Special Agreements must be posted, to do this, left click on the menu option “Post Special Agreements”. When the process is complete the following message appears on the screen.

Position the mouse pointer over the and left click to return to the Special Agreements

System Operation – Annual Processing Menu 133 Accruals – Contracts Menu The Accruals – Contracts Menu has two selections:

Accruals – Contract Partials Menu – Enter Contract Partials and Finals from this menu.

Return to Annual Accruals Menu – Select this option to return to the Annual Accruals

Menu.



Accruals – Contract Partials Menu

Contract Partials and Finals are entered from this menu. Work Certified, Miscellaneous Adjustments, and Payment amounts are entered for each partial or final. The information for each partial or final is obtained from the Contract Partial or Final document. The Contract Partials Menu has six selections:

Enter Contract Partials – Enter the Contract Partials and Finals from this menu

option. View Contract Partials – Contract Partials may be viewed from this menu option. Change Contract Partials – Contract Partials may be changed or deleted from this

menu option. Post Contract Partials – Post the Contract Partials to the database.

Return to Contracts Menu – Select this option to return to the Contracts Menu. Return to Monthly Processing Menu – Select this option to return to the Monthly Processing

Menu.



Accruals – Enter Contract Partials

The Contract Partial and Finals are entered from this menu option; the amounts are obtained from the County Highway Contract Partial and Final Documents.

Payment Date: Date Partial was Paid to the Contractor Contract: Contract Number

Press “Continue” to enter the contract partial/final payment information.

All projects that are linked to the contract will appear on the screen. Certified: Current Certified Amount Misc. Adjustments: Current Misc. Adjustments – plus or minus Payment: Amount of Current Payment Amount to the Contractor

Retainage: Calculated on the screen, no entry required (ties back to contract partial document)

Released: Calculated on the screen, no entry required (ties back to contract partial document)

Press “Finished” to write the information to the system and return to the “Contract Partials Menu”, press “Next Contract” if you have another contract partial to enter.

System Operation – Annual Processing Menu 136 Press “Cancel Contract Partial” to cancel the current entry and return to the “Contract Partials Menu”.

You may enter multiple partials for each contract, you do not have to post each contract partial before entering another for the same contract.

Accruals – View Contract Partials

You may view an existing Contract Partial before posting the partials to the system.

The Contract Totals for Certified to Date, Back Page to Date, Payments to Date, and Retainage to Date will appear in the header of the screen. Project detail will appear in the body of the screen, the information includes the Current Entry, System Value, and New Value for each project in process. When you wish to leave this option position the mouse pointer over the in the upper right corner of the entry screen, then left click to return to the Contract Partials Menu.


Accruals – Change Contract Partials

You may change an existing Contract Partial before posting the partials to the system.

You may change the Date, Certified, Back Page, or Payment amounts. If you wish to delete an entry put a “check” in the “Delete Check Box”, the entry will be removed from the system prior to posting.

When you wish to leave this option position the mouse pointer over the in the upper right corner of the entry screen, then left click to return to the Contract Partials Menu.

Accruals – Post Contract Partials

Contract Partials must be posted, to do this, left click on the menu option “Post Contract Partials”. When the process is complete the following message appears on the screen.



Annual Construction Costs Menu Annual construction costs must be entered to the system before the “Statement of Construction Costs” or “Annual Summary of Highway Information” reports are printed from the system. The information entered may be obtained from the county highway costing system; your system should have an annual summary of project construction costs report. The Annual Construction Costs Menu has three selections:

Enter/Change/Delete Annual Construction Costs –

Select this option to enter or change annual construction costs for projects. Costs would include construction engineering, project engineering, right of way, force construction, utility relocation, and miscellaneous other costs.

Post Annual Construction Costs –

Select this option to post annual construction costs for projects. Project Number Entry – Select this option to enter new Project Numbers, see page 10.

Return to Annual Processing Menu –

Select this option to return to the Annual Processing Menu.

An example of the Annual Reports Menu is shown below:


Enter/Change/Delete Annual Construction Costs Select the project from the drop down that you wish to enter construction costs, the drop down list will include active and pending projects on the system.

From the annual summary of project construction costs enter the summarized totals for: Construction Engineering Project Engineering Right of Way (ROW) Force Construction (county force) Utility Relocation Other Costs (all miscellaneous costs) You may scroll forward and backward using the record selectors to view your entries. If you wish to delete a record check the “Delete Record” check box, when you close the screen any records flagged for deletion will be removed.

Post Annual Construction Costs Select this option to post the annual construction costs to the system, when the records have been posted the following message appears:


Annual Maintenance Costs

Annual maintenance costs must be entered to the system before the “Annual Summary of Highway Information” report is printed from the system. The information entered may be obtained from the county highway costing system; your system should have an annual summary of highway maintenance. This report provides the total maintenance, total unallocated costs and adjustment to equalize depreciation for your road systems. The following message box appears:

Press “Continue” to enter the annual maintenance costs, to cancel the process press “Cancel Process”.

If the annual maintenance costs have already been entered the following message appears:

Press “Continue” to delete the previous entries and enter new amounts for the annual maintenance costs. The journal entries and transactions created by the system will also be deleted. To cancel the process and leave the previous entries on the system press “Cancel Process”.

System Operation – Annual Processing Menu 141 Upon pressing “Continue” the following entry screen appears:

Enter the Unallocated Costs, Adjustment to Equalize Depreciation, and Total Maintenance Costs for each road system from the “Summary of Annual Maintenance Costs” that is produced by your cost accounting system. When the entries have been made press “Process Costs” to post them to the system. The following message appears:

If you do not wish to process the entries press “Cancel Process”.


Annual Reports Menu

The Annual Reports Menu has eight selections: State Reports Menu –

Print or view Analysis of State Aid Projects or Annual summary of Highway Information from this menu.

Print/View Statement of Construction Costs – Print or view the annual Statement of Construction Costs

Print/View Reserve for Uncompleted Contracts – Print or view the Reserve for Uncompleted Contracts.

Print/View Revenue Summary Current Year by Funding –

Estimated State Aid Revenue for the current year, sorted by funding. Print/View Revenue Summary Current Year by Project –

Estimated State Aid Revenue for the current year, sorted by project. Print/View Contract Revenue Analysis Report –

Estimated Revenue and Non-revenue for the current year and prior years, based on contract partials (work certified and miscellaneous adjustments).

Return to Annual Processing Menu –

Select this option to return to the Annual Processing Menu. Return to Main Menu –

Select this option to return to the Main Menu.



System Operation – Annual Processing Menu 143 State Reports Menu The State Reports Menu has four selections:

Print/View Analysis of State Aid Projects –

This report is used to provide information to the State Auditor’s Office about State Aid Projects.

Print/View Annual Summary of Highway Information – This option will print your Annual Summary of Highway Information, option may be run after all maintenance and construction costs have been processed on the system.

Return to Annual Reports Menu – Select this option to return to the Annual Reports Menu.

Return to Annual Processing Menu – Select this option to return to the Annual Processing Menu.




Print/View Analysis of State Aid Projects

This report is used to provide information to the State Auditor’s Office about State Aid Projects. It groups the projects by contract number and assists in calculating the earned and deferred revenues reported on the county wide financial statement. If your report does not appear as shown please refer to page 193 for the proper page setup.


Print/View Annual Summary of Highway Information

The system will produce the Annual Summary of Highway Information. Annual maintenance (see page 140) and construction (see page 138) costs must be entered to the system prior to printing this report.

System Operation – Annual Processing Menu 146 Print/View Statement of Construction Costs The system will print a “Summary of Construction Costs” and “Statement of Construction Costs” for each “Active” and “Pending” project on the system. The “Statement of Construction Costs” will be grouped by “System” (see “Project Number Entry”, page 10). You must enter all “Other Construction Costs” (see page 138) for each “Active or “Pending” project on the system prior to running this process. When this menu item is selected the following input screen appears:

Enter the ‘Annual Report” page number for each “System”, this page number will appear on the “Summary of Construction Costs” for each “System” and the “Statement of Construction Costs” for each project. A sample page of the “Summary of Construction Costs” appears next:

System Operation – Annual Processing Menu 148 A sample page of the “Statement of Construction Costs” appears next:

System Operation – Annual Processing Menu 149 Print/View Reserve for Uncompleted Contracts

The system will calculate the Reserve for Uncompleted Contracts for the county portion of uncompleted projects. The system will not calculate this amount if the county portion of all projects is not entered to the system through Project Funding Entry.

System Operation – Annual Processing Menu 150 Print/View Revenue Summary Current Year by Funding Revenue is reported on the report by State Aid Funding Source, projects will be summarized by Funding Source and a total for each Funding Source will be provided. Contract Revenue is based on Contract Partials posted to the current year. Force, Project Dev, ROW, and Utility revenue are based on current year Funding Requests. Federal and Fed Br Bonding Revenue are based on Federal Payment requests made in the current year. If your report does not appear as shown please refer to page 192 for the proper page setup.

System Operation – Annual Processing Menu 151 Print/View Revenue Summary Current Year by Project

Revenue is reported on the report by Project; State Aid funding sources will appear for each Project. Contract Revenue is based on Contract Partials posted to the current year. Force, Project Dev, ROW, and Utility revenue are based on current year Funding Requests. Federal and Fed Br Bonding Revenue are based on Federal Payment requests made in the current year. With each change to Project Funding the system will be recalculate the revenues on this report. If your report does not appear as shown please refer to page 192 for the proper page setup.

System Operation – Annual Processing Menu 152 Print/View Contract Revenue Analysis Report

Current Year, Prior Years, and Total revenue is reported for each funding type by Project. Revenues based on contract payments are shown on this report. If an overrun has occurred on the project the excess will appear in the County Funds column. With each change to Project Funding the system will be recalculate the revenues on this report. If your report does not appear as shown please refer to page 192 for the proper page setup.

System Operation – Begin Year Maintenance Menu 153 Begin Year Maintenance Menu

The options on this menu allow you to final projects and contracts along with moving into the New Year. The user may move back to a previous year, provided no records have been deleted from the system. The Begin Year Maintenance Menu has five menu options. Final Projects – Select and flag Final Projects Final Contracts – Select and flag Final Contracts Close Current or Re-Open Last Year – Close the current or re-open last processing year. Return to Annual Processing Menu – Select this option to return to the Annual Processing Menu. Return to Main Menu – Select this option to return to the Main Menu

(Switchboard).


System Operation – Begin Year Maintenance Menu 154

Final Projects

When you final a project on the system it will omit it from the processing drop down windows, the project master and transactions remain on the system.

When you have selected the project you wish to final click .

The system will present a verification screen, if the Receivable Balance is $0.00, the Contract Payable is $0.00, and the Funding Total and Contract Total balance click .

Check the Finaled box and enter the Date Finaled, if you have another project to final click

, if there are no other projects to final click .


If the Receivable balance is not $0.00, or the Contract Payable balance is not $0.00, or the Funding Total and Contract Total does not balance you cannot final the project, another project may be selected by clicking , or you may cancel the process by clicking .


Final Contracts

When you final a contract on the system it will omit it from the processing drop down windows, the contract master and transactions remain on the system.

When you have selected the contract you wish to final press .

The system will present a verification screen, if the Payable Balances are zero press .

Check the Finaled box and enter the Date Finaled, if you have another contract to final press , if you have no other projects to final press .


If the Payable Balances are not zero you cannot final the contract, you final another contract by pressing , or you may cancel the process by pressing .


Close Current or Re-Open Last Year

The system allows you to move to close the current or re-open the previous processing year.

Select “Close Current or Re-Open Last Year”, press to close the current year and move

into the next year. If you wish to re-open the previous processing year press . If you

wish to remain in the current processing year press .

If you chose to Close Current Year or Re-Open Last Year the following message will appear:

System Operation – Maintain Master Records Menu 159

Maintain Master Records Menu This menu provides options to maintain master records on the system. The Maintain Master Records Menu has eight options: Maintain County Name – Input your County Name. Funding Type Menu – Add user defined funding source and enter Cost or

G/L Account Numbers for ACS or Costrite Journal Entries.

Maintain Project Information Menu – Maintain Project Information and Delete Project

Master and Transactions from this menu. Maintain Contract Information Menu – Maintain Contract Information and Delete Contract

Masters from this menu. Build Prior Years Files – This option builds the prior year’s files for Project

Funding, Contracts Payable, and Revenues. Enter Beginning Balances Menu – Enter beginning balances for State Aid Allotment

Accounts and other construction costs for projects carried over from prior years.

Conversion Menu – Convert version 6.1 or greater database to current

version. Return to Main Menu – Select this option to return to the Main Menu

(Switchboard).



Maintain County Name

Some reports have the County Name in the heading; input your County Highway Department name on this screen. If your county uses the ACS Highway Costing System enter your cash account number in the field provided on the screen. Enter you county contracts payable account number in the field provided on the screen (optional at this time). Select from the drop down selection your costing system ACS, Costrite, or Generic, this selection will determine how the journal entries print from the system. Select the number of months your county designates for year-end accruals, you may select 1, 2 , or 3 months.

Enter the road mileage for each of your road systems, this information is required to produce the “Annual Summary of Highway Information” report.

When you are finished entering the information press .


Funding Type Menu This menu provides options to maintain user defined funding types and Cost or G/L account numbers. The Funding Type Menu has four options: Cost – G/L Account Maintenance – Enter Cost or G/L Account Numbers for ACS or

Costrite Journal Entries. Funding Type Menu – Add user defined funding source. Return to Maintain Master Records Menu – Select this option to return to the Maintain Master

Records Menu. Return to Main Menu – Select this option to return to the Main Menu

(Switchboard).


Cost – G/L Account Maintenance

Input the appropriate Cost or G/L Account Number for each of the funding types on the screen, if you do not have for some of the funding types blanks are allowed. This maintenance is required to generate the ACS and Costrite Entries.

When you are finished entering the information press to close the screen.


Add User Defined Funding Type

You may define up to twenty User Defined Funding Types. Select “Add User Defined Funding Type”, enter the Funding Description and select Funding Type, “B”ond, “F”ederal, “L”ocal or “S”tate.

An example of each type is provided in the following screen shot:

Press when you done adding the User Defined Funding Types.

System Operation – Maintain Master Records Menu 164 The system will open the Cost – G/L Account Maintenance where you may enter the appropriate accounts for your User Defined Funding Types you previously added.

When you are finished entering the information press to close the screen.


Maintain Project Information Menu This menu provides options to maintain project master records or delete them from the system. Make sure you have printed all reports related to any records you may delete from the system. The Maintain Project Information Menu has seven options: Delete Project Funding Transactions by Date – Delete Project Funding Entries from the system by

date. Change Pending Project on Construction Costs – Move previously entered construction costs from

one pending project to another. Print/View County Project Funding Report – Lists the Project Funding for County Projects only. Maintain Project Master – Change existing project master records. Delete Project Master and Transactions – Delete project master record and all transactions

associated with it. Return to Maintain Master Records Menu – Select this option to return to the Maintain Master

Records Menu. Return to Main Menu – Select this option to return to the Main Menu.


System Operation – Maintain Master Records Menu 166 Delete Project Funding Transactions by Date

You may wish to delete transactions posted to a particular project in the case of an error in entering information. Select the project you wish to delete transactions from, enter the date to delete the transactions from; ALL transactions from that date and after will be deleted from the system.

Press to delete transactions from the system. Press to cancel the process; no transactions will be deleted from the system.

System Operation – Maintain Master Records Menu 167 Change Pending Project on Construction Costs You may wish to change the construction costs on a pending project to another, this would happen if the project has been assigned a new project number. Both projects must be “Pending”, with no funding or contract entries posted to the system. The new project must not have any transactions posted to it. When you select this option the following selection screen appears:

Select the project you wish to change from the drop down window then press “Continue”, a validation screen will appear:

You may press the “Cancel” button to abort the process, when you press “Continue” a selection screen appears for the new project:

Select the new project, then press “Continue”, a validation screen will appear:

System Operation – Maintain Master Records Menu 168 Press “Cancel” to abort the process, press “Continue” to move the construction costs to the new project. When the process is complete the following message appears:

Press “OK” to return to the menu.

System Operation – Maintain Master Records Menu 169 Print/View County Project Funding Report

Select this option to Print/View County Project Funding Report. Use this report to make sure all funding has been entered for county projects. Funding for county projects must be entered to have the Reserve for Uncompleted Contracts calculate and provide the correct information at year end. You may exclude or include finals.

Exclude finals:

System Operation – Maintain Master Records Menu 170 Include finals:

System Operation – Maintain Master Records Menu 171 Maintain Project Master

The Project Master may be modified from this screen, the Project Number, Finaled, and Date Finaled fields may not be changed or modified from this screen.


Maintain Finaled Projects

The Project Finaled and Date Finaled fields may be changed or removed from the Project Master record from this option. If the these fields are removed the project must be finaled through the Final Projects option. Select the finaled project:

The Finaled or Date Finaled fields may be changed or removed:

When you are finished click .

System Operation – Maintain Master Records Menu 172 Delete Project Master and Transactions

This option should be used only if a project and transactions are entirely in error and must be re-entered correctly to the system. This option allows the user to delete individual Projects and all transaction detail (Funding, Contract partials, and Revenue) from the system. Make sure that all reports have been run that would include the projects that are to be deleted.

When this menu option is selected the following message appears:

If you wish to continue with this process select , selecting or the will return you to the Maintain Project Information Menu. No records will be deleted.

Upon selecting , an input screen will appear, enter the Project you wish to delete. (You must enter the – (dashes) in the project number).

Continue with the delete process by pressing , press the or the to return to the Maintain Project Information Menu, no records will be deleted.


Upon pressing , the system will prompt you a final time before deleting the Project and ALL transaction detail associated with it.

If you wish to delete the selected Project select , the project and ALL transaction records associated with it will be deleted, when the delete process is complete you will return to the Maintain Project Information Menu. If you wish to leave this process without deleting any records press or , you will return to the Maintain Project Information Menu without deleting any records.


Maintain Contract Information Menu This menu provides options to maintain contract master records or delete them from the system. Make sure you have printed all reports related to any records you may delete from the system. The Maintain Contract Information Menu has six options: Delete Contract Partial Transactions by Date – Delete Contract Partial Entries from the system by

date. Change/Delete Contract – Project Link – Change or delete Contract – Project Link records

from the system. Maintain Contract Master – Change existing project master records. Delete Contact Master – Delete contract master records. Return to Maintain Master Records Menu – Select this option to return to the Maintain Master


(Switchboard).


System Operation – Maintain Master Records Menu 175 Delete Contract Transactions by Date

You may wish to delete transactions posted to a particular contract in the case of an error in entering information. Select the contract you wish to delete transactions from, enter the date to delete the transactions from; ALL transactions from that date and after will be deleted from the system.

Press to delete transactions from the system. Press to cancel the process; no transactions will be deleted from the system.

System Operation – Maintain Master Records Menu 176 Change/Delete Contract – Project Link

The Contract – Project Link may be viewed, changed, or deleted from this option.

Select the Contract to be viewed, changed or deleted from this screen, only contracts that are linked to projects will appear in the drop down window. Click the “Cancel” button to cancel the process, no records will be changed in the Contract Project Table.

Click the “Change/Delete Link” button to view, change, or delete projects linked to the selected contract.

Projects that are linked to the selected contract along with any projects that are not linked to any contract will appear on the screen. Check all projects that are to be linked to the selected contract, uncheck any projects that should not be linked.

System Operation – Maintain Master Records Menu 177 Click the “Process Changes” button to write the records to file.

Click the “Delete Contract Project Records” button to delete all Contract Project Link records for the selected contract.

System Operation – Maintain Master Records Menu 178 Maintain Contract Master

The Contractor Name is the only field that may be modified on this screen. Adding new contracts is not allowed from this screen, use the navigation arrows to find the contract you wish to maintain.


Maintain Finaled Contracts

The Contract Finaled and Date Finaled fields may be changed or removed from the Contract Master record from this option. If the these fields are removed the project must be finaled through the Final Contracts option. Select the finaled contract:

The Finaled or Date Finaled fields may be changed or removed:

When you are finished click .


Delete Contract Numbers

This option should be used only if a contract and transactions are entirely in error and must be re-entered correctly to the system. This option allows the user to delete individual Contracts and all Contract Partials from the system. Make sure that all reports have been run that would include the contracts that are to be deleted.

When this menu option is selected the following message appears:

If you wish to continue with this process select , selecting or the will return you to the Maintain Contract Information Menu. No records will be deleted.

Upon selecting , an input screen will appear, enter the Contract you wish to delete.

Continue with the delete process by pressing , press the or the to return to the Maintain Contract Information Menu, no records will be deleted.


Upon pressing , the system will prompt you a final time before deleting the Contract and ALL transaction detail associated with it.

If you wish to delete the selected Contract select , the project and ALL transaction records associated with it will be deleted, when the delete process is complete you will return to the Maintain Contract Information Menu. If you wish to leave this process without deleting any records press or , you will return to the Maintain Contract Information Menu without deleting any records.


Build Prior Years Files

This option is run after the “Beginning Year Date” has been entered to the system. It will create Prior Year records for Project Funding, Contract Partials, and Revenues. It is a required step to start your new year. A message will appear when the process is complete.

If you are moving back to a previous year this process must be run, remember to move back to your current year the “Beginning Year Date” for the current year must be entered and the “Build Prior Years Files” must be run.



Enter Beginning Balances Menu This menu provides options to enter State Aid Allotment Beginning Balances and enter or change Beginning Other Construction Costs. The Enter Beginning Balances Menu has five options: Enter Allotment Beginning Balances – Enter the beginning balances for State Aid

Allotment Balances. Enter/Change/Delete Beginning Other Construction Costs – Enter or change the prior year’s balances for other

construction costs on active or pending projects that carried over from prior years.

Post Beginning Other Construction Costs – Post prior year’s balances for other construction

costs. Return to Maintain Master Records Menu – Select this option to return to the Maintain Master


(Switchboard).


System Operation – Maintain Master Records Menu 183 Enter Allotment Beginning Balances Enter the State Aid Allotment Beginning Balances as of the December 31 of the prior year. This will establish the beginning balances for the allotment and deferred revenue accounts on the system.

Press “Continue” to enter the allotment balances, press “Cancel Process” to abort and return to the menu. If beginning balances have already been entered to the system the following message will appear:

Pressing “Continue” will delete the previous entries made to the system, press “Cancel Process” to abort, the previous entries will not be deleted. Upon pressing “Continue” the following message screen appears, the transaction date is provided by the system, make sure the beginning balances are as of that date. Press “Enter Balances” to continue, press “Cancel Process” to abort and return to the menu.

System Operation – Maintain Master Records Menu 184 Upon pressing “Enter Balances” the following screen appears:

Enter the beginning balances for each of the State Aid Allotment Accounts, the balances are the same as those reported on your annual report of the same date. When complete press “Process Balances” to post the entries to the system, press “Cancel Process” to abort and return to the menu.

Enter/Change/Delete Beginning Other Construction Costs Select this option to enter prior year other construction costs for active and pending projects on the system. Enter “Construction Engineering”, “Project Engineering”, “Right of Way” (ROW), “Force”, “Utility” and “Other Costs”. If you wish to delete an entry check the “Delete record” checkbox.

To exit the process press the to return to the Enter Beginning Balances Menu, any entries that have the “Delete Record” checkbox flagged will be deleted upon exit.

System Operation – Maintain Master Records Menu 185 Post Beginning Other Construction Costs Select this option to post prior year other construction costs for active and pending projects to the system. When the process is complete the following message appears:


Convert to Version 11.X

These steps will convert 6.1 and greater version of the Project Funding Database to version 10.X. The following steps must be taken prior to selecting this option: 1. Open your current database, make sure it says Version 6.1 or greater on the menu. 2. Print “State Aid Receivable by Funding”, select December for the month, this will

include any future transactions entered to the system. 3. Print “Contracts Payable”, select December for the month, this will include any future

transactions entered to the system. 4. Close your existing database. 5. Go to “My Computer”, click on the “Local Disk (C:)”

System Operation – Maintain Master Records Menu 187 6. Create a folder called “OldProjectFunding” (no spaces).

7. Click on Tools, then Folder Options…

System Operation – Maintain Master Records Menu 188 8. Make sure the box for “Hide extensions for known file types” is NOT checked.

9. Copy your current Project Funding Database to the folder you just created.

Make sure it is called “Project Funding.mdb”, rename it if necessary.

System Operation – Maintain Master Records Menu 189 10. Go to the folder that your current version of the database is located, rename your

existing database to “OLDProject Funding.mdb”.

11. Download and unzip the new version of the database, locate it in the same location as your current version.

System Operation – Maintain Master Records Menu 190 12. Open the new version of the database, from the “Maintain Master Records Menu”

select “Conversion Menu”.

13. Select the appropriate conversion option, this will depend on your previous version of

the Project Funding Access Database. 14. Depending on conversion option taken answer appropriately: If the previous version was 6.1 but lower than 9.0, answer “Yes”, otherwise “No”.

If the previous version was 9.0 or greater, answer “Yes”, otherwise “No”.

15. Your files will be converted; when the conversion is complete a message will appear.


16. Print “State Aid Receivable by Funding”, select December for the month, this will include any future transactions entered to the system.

17. Print “Contracts Payable”, select December for the month, this will include any future

transactions entered to the system. 18. Compare these reports to those that were printed from your previous version, if they

match the conversion was successful. If the reports do not match call State Aid, 651-366-4870.

System Operation – Page Setup 192

Page Setup

Standard Reports

Microsoft Access may lose the page parameters for some reports, to fix these parameters click on “Page Setup”, set the Margins as shown in this example:

Click on the “Page” tab and change to “Landscape”, as shown in this example:

There are no other changes to Page Setup required.

System Operation – Page Setup 193

Project Cash Analysis, Encumbrance Detail, Analysis of State Aid Projects

Microsoft Access may lose the page parameters for some reports, to fix these parameters click on “Page Setup”, set the Margins as shown in this example:

Click on the “Page” tab and change to “Landscape”, as shown in this example:

System Operation – Page Setup 194 Click on “Columns” tab, change the “Number of Columns” to 3, “Column Size” to 3”, and make sure “Column Layout” is “Down, then Across.