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FISCAL YEAR 2011-12 PRINCIPAL APPORTIONMENT ATTENDANCE, REVENUE, AND TAX SOFTWARE USER GUIDE VERSION 11.00 CALIFORNIA DEPARTMENT OF EDUCATION School Fiscal Services Division 1430 N Street Sacramento, CA 95814 II Prepared Nov. 2, 2011
Table of Contents 1.0 I NTRODUCTION ....................................................................................................... 1 1.1 Intended Audience ............................................................................................... 1 1.2 Document Conventions ....................................................................................... 1 1.3 Related Documents ............................................................................................. 1 1.4 System Requirements .......................................................................................... 2 2.0 I NSTALLING THE P RINCIPAL A PPORTIONMENT S OFTWARE ................................. 3 2.1 Installation Procedures ........................................................................................ 3 2.2 Version Checking ................................................................................................ 4 3.0 B ASIC O PERATING P ROCEDURES ........................................................................... 5 3.1 Adding a New User ............................................................................................. 5 3.2 Logging On ......................................................................................................... 7 3.3 Getting The Latest LEA Updates ........................................................................ 8 3.4 Accessing Online Help ........................................................................................ 9 3.5 Navigating Main Menus .................................................................................... 10 3.5.1 Main Menu Grids .......................................................................................... 10 3.5.2 Main Menu Commands ................................................................................ 12 3.5.3 Selecting and Opening an Entry Screen ....................................................... 14 3.5.4 Selecting LEAs and Entry Screens for Printing and Exporting to an ASCII (Text) File .................................................................................................................. 16 3.6 Entering Data ..................................................................................................... 17 3.6.1 Entry Screen Commands .............................................................................. 17 3.6.2 Entering Data into Single Record Entry Screens .......................................... 19 3.6.3 Entering Data into Multiple Record Entry Screens ...................................... 20 3.6.4 Switching Between Tabbed and Drop-Down Menus ................................... 22 3.7 Resizing Windows ............................................................................................. 23 4.0 E DIT C HECK R EPORTS ......................................................................................... 24 5.0 C ORRECTING D ATA FROM A P RIOR P ERIOD ....................................................... 26 5.1 Corrected Period Main Menu ............................................................................ 26 5.2 Correcting Data ................................................................................................. 28 5.3 Saving Data in P-2 and Annual Reporting Periods ........................................... 30 6.0 I MPORTING AND E XPORTING ............................................................................... 31 6.1 Importing Data Files .......................................................................................... 31 6.1.1 Importing ASCII Files .................................................................................. 31 6.1.2 Importing Certified Data Files ...................................................................... 32 6.2 Exporting Data Files .......................................................................................... 33 6.2.1 Selecting Data to Export ............................................................................... 33 6.2.2 Exporting ASCII Files .................................................................................. 34 6.2.3 Exporting Certified Data Files ...................................................................... 35 7.0 S UBMITTING C ERTIFIED D ATA F ILES .................................................................. 39 II
7.1 Sending Certified Files to County Office of Education (COE) ........................ 39 7.2 Uploading Certified Data .................................................................................. 40 7.2.1 Setting FTP Configuration ............................................................................ 42 8.0 P RINTING D ATA ..................................................................................................... 43 8.1 Printing Reports from an Entry Screen ............................................................. 43 8.2 Printing Reports from the Main Menu .............................................................. 43 8.2.1 Printing Revenue Limit Reports ................................................................... 46 9.0 A TTENDANCE S OFTWARE ..................................................................................... 47 9.1 School District Procedures ................................................................................ 47 9.2 Charter School Procedures ................................................................................ 48 9.3 School District Attendance Entry Screens ........................................................ 49 9.4 Charter School Attendance Entry Screens ........................................................ 50 10.0 T AX S OFTWARE ..................................................................................................... 51 10.1 County Auditor Procedures ............................................................................... 51 10.1.1 County Auditor Taxes Entry Screen ............................................................. 52 11.0 R EVENUE S OFTWARE ............................................................................................ 53 11.1 COE Procedures ................................................................................................ 53 11.1.1 County Attendance Entry Screens ................................................................ 55 11.1.2 County Charter School Attendance Entry Screens ....................................... 56 11.1.3 County Revenue Limit Entry Screens .......................................................... 57 11.1.4 Tax Entry Screens ......................................................................................... 58 11.2 School District Procedures ................................................................................ 59 11.2.1 School District Revenue Limit Entry Screens .............................................. 61 11.3 Charter School Procedures ................................................................................ 62 11.4 SELPA Procedures ............................................................................................ 63 11.4.1 SELPA Entry Screens ................................................................................... 64 11.5 Calculations ....................................................................................................... 65 11.6 Revenue Software Modes .................................................................................. 66 11.6.1 Forecasting Mode ......................................................................................... 67 11.6.2 Reconciliation Mode ..................................................................................... 68 III
List of Figures Figure 1: Sample Version Number On The Logon Screen .................................................. 4 Figure 2: New User Screen .................................................................................................. 5 Figure 3: Main Menu ........................................................................................................... 7 Figure 4: Importing Data For Get Latest Screen ................................................................. 8 Figure 5: Online Help Window ............................................................................................ 9 Figure 6: Sample Entry Screen .......................................................................................... 15 Figure 7: Sample Notes Window ....................................................................................... 18 Figure 8: Sample Single Record Entry Screen .................................................................. 19 Figure 9: Sample Multiple Record Entry Screen ............................................................... 20 Figure 10: Sample Add New Record Screen ..................................................................... 21 Figure 11: Sample Entry Screen After Adding A New Record .......................................... 21 Figure 12: Entry Screen Tabs ............................................................................................. 22 Figure 13: Entry Screen Drop-Down Menu ...................................................................... 23 Figure 14: Edit Check Process Message Box ....................................................................

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