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Certain fields will only be able to have certain types of data entered
into them, such as numeric data. The following edits will be performed by
the system:
| Unit |
If a user is authorized for a certain campus, only the
corresponding Unit identifier will appear. |
| Appropriation |
Must be a three-digit numeric AND be greater than or
equal to 100, or less than or equal to 999. |
| Activity |
While Activity has always been a 2-digit code with a
zero (0) being the first digit, this field will only need one digit
entered - the second one. Only &, 0, 1, 2, 4, 5, 6, 7, 8, and 9 are
used. If a user inputs anything other than these digits or characters, a
dialog box with the following message should appear – “The
digit or character you entered is not valid. Please check your entry.
(OK).” |
| User Code |
Must be seven characters long. |
| DDS |
Must be six (6) characters, numeric only. |
| Beginning and ending dates |
- Must be 2-digit month and a 4-digit year. The user is not
required to enter a “/” to separate month and year. When
finished with the field, the Oracle database will automatically
place it.
- A beginning date for the same record must be less than the ending
date (if the ending date indicates continuous funding, indicated as
“**/****”, the beginning date can be any date).
- If a user is going to give a record an ending date and then put
in another record with the same unique items (unit, appropriation,
activity, DDS and user code), two (2) things must occur: 1) the
beginning date on the new record must be greater than the ending
date on the old record, AND 2) the ending date on the new record
must be in a different fiscal year period. The reasoning is that the
ending date that is input identifies the record as unique along with
the unit, appropriation, activity, DDS and user code.
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| Other Edits |
- When adding information to the screen, all fields must be filled
in on the add/edit/delete screen. If not, a dialog box should come
up with a notice to the user depending on what field(s) need to be
validated.
- If a user attempts to add a duplicate record, meaning the same
DDS is associated with a unique Activity/Appropriation/User
Code/Ending Date (within same fiscal year), a message will warn the
user.
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Tips
| To exit any transaction without saving the changes
or additions, click the "X" at the right top of the screen or
double-click on the icon at the left top portion of the screen. |
| To move to the next field within the record, use
the Tab key. |
| To print a screen, push the Print Screen button,
open a Word document and paste. Then, print the Word document. |
| To request an action, such as Cancel, Clear,
Finish, Return, OK or Exit, click the action button with the mouse. |
| Users receive a confirming message when a
transaction is complete, such as "Record Added." |
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