Budget Software Approval Codes - An Explanation

Budget approval codes are used by the department to verify that the paper budget submitted to and approved by the County Office of Education is the same budget electronically transmitted to the Department of Education.

The following will help explain how the budget software handles approval codes:

• Once Budget and Supporting Documentation Edits (Regular Edits) are run and fatal edits are cleared, the “Edits Were Run and No Errors Were Detected” banner is displayed at the top of printed reports.
• Once both Budget and Supporting Documentation AND Certification of School Taxes (A4F Edits) edits are run and fatal edits are cleared, a 4 digit approval code is stored in the budget data and will appear on printed reports.
• Transmit data to DOE or diskette is only permitted if a 4 digit approval code is stored.
• If any one of the 10 data screens on the main menu of the budget software is opened, the budget approval code is cleared and both sets of edits must be run and fatal edits cleared to get a new approval code.
• If an approval code is stored and edits are run and fatal edits passed again, a new approval code will be stored.
• Edits need only be passed once.  Once the budget approval code is stored, there is no need to run edits again unless the budget has been changed (data screen entered and approval code cleared).
• Once an approval code is stored, you may access any of the following functions without changing the approval code:

» Check for Updates.
» Run any and all reports.
» Transmit data to DOE or diskette.
» Perform file maintenance.
» Change budget options.
» Exit system.