1. What is the difference between the Trans No. and the Plan No?

The Trans No. is a sequential number automatically generated by the system when the record is saved.  The Plan No. is a sequential number for each fund that is automatically generated by the system when the record is saved.

2. What is the purpose of the Populate Detail field?

When the Populate Detail is checked, the system will bring forward all of the detail lines from the plan selected for a change BOP.

3. What is category B funding?  What is an item number?

Category B represents a distribution of amounts available for obligation for a specific time period, program, project, object class or any combination of these elements.  Category B is apportioned at a lower level, whereas Category A funds are apportioned at the fund level.  Category B is reported separately on the financial statements.

4. How do I know whether my funds are category B?

The Program Authority & Allotments vs. Obligations by Program/Project (BE520) report displays the Allotment Advice Number, the Category, and the Item Number.

5. Should I enter my BOP at the project level?

If a Fund Code is allotted at the project level, a valid project code must be used. If a Fund Code is allotted to the program, the user can zero-fill the project field. If a user chooses to enter a project, the project must be valid within the program.

6. Can I delete the non-applicable surcharge codes displayed on the control page?

To create a budget operating plan with the appropriate surcharges, you must delete the surcharges that do not apply. To delete a surcharge, highlight the surcharge and click on the Delete Icon (Red X).

7. Why aren't my surcharges generating?

• You entered in the wrong ACCS - ACCS does not match the surcharge code templates.

• The surcharge box is not checked

• Object class is not entered correctly - Surcharges are only generated on labor object classes

• If surcharges were not selected on the initial BOP, user must enter an object class line on the Budget Detail to bring in surcharge codes

8. How do I generate surcharges?

Check the surcharge box to bring in the surcharge codes. On the detail line, enter object class 111x or 113x and click on the Apply Surcharge button.

9. What effective date should I use?

At the beginning of the fiscal year, use the first month of each quarter. Once a month has closed, use the first day of the current month.

10. How does the Budget Month (BM) relate to the effective date?

The Budget Month is a sequential number starting with the beginning of the fiscal year. Each month of the fiscal year is associated to a budget month. Ex. October = Budget Month 01. Once the month has closed, the system defaults the budget month to current open month. Ex. The Effective date entered on the Detail Line is January 1, 2003, but the current open month is April, the Budget Month is 07.

11. How do I verify that the allotment pools have been selected?

To determine that allotments pools have been selected for each detail line, view the information at the bottom of the Budget Detail screen. If the allotment description is populated, the system has successfully selected the pool.

12. Do I have to use FTE's, even if I don't have labor?

FTE is not mandatory if the BOP does not have a plan for labor. When FTE is entered in the Unit field, the system will check for the value in the Quantity field. The valid entries are NONE and FTE.

13. How do I copy detail lines?

Position the cursor on a blank line below the line to be copied, then select Record and then Duplicate from the menu bar. This will duplicate the line immediately preceding the blank line.

14. How do I sort BOP detail lines?

The detail lines on the Budget Detail, Summary by Detail and Summary by Objects screens can be sorted in ascending or descending order by clicking on the column header.  Fields can also be queried to limit the lines to be viewed.

15. How do I delete detail lines?

Highlight the line to be deleted and click on the X icon.

16. How do I query on my BOPs?

Most fields in the BOP screen can be queried. Fill in as many fields as necessary to narrow the amount of records retrieved. A query can be executed any one of three ways:

• Select the Query Icon, type in the search criteria in the appropriate fields and select the Execute Query Icon to retrieve data.

• On the menu bar, select Query and then Enter, type in the search criteria in the appropriate field(s) and select Execute to retrieve data.

• Press F7, type in the search criteria in the appropriate field(s) and press F8 to retrieve data

17. How can I correct a BOP after it has been requestor approved?

Once a BOP has been checked for Requestor Approval, a user can click on the Approval Routing to view the person next in line to approve the document. The user must contact that approver to inform them to deny approval for the BOP in question, so that it can be sent back to you for correction. If the document has made it though to final document routing, a user must then create a change BOP to make a correction to the approved BOP.

18. How do I make adjustments to my plan?

Check the Change box, select the applicable change code, pick the plan number to be adjusted, and make any adjustments necessary.

19. Why can't I reduce my plan?

• No plan exists for a particular object class and effective date combination.

• Funds had been reduced previously for the object class and effective date

• Obligations have been incurred against these funds.

20. How do I reverse out an entire BOP?

Create a Change BOP, select the Plan No. of the BOP that needs to be reversed and check the Populate Detail box. This will populate the current BOP with the detail from the referenced plan, which automatically creates an opposite detail line.

21. At what point during BOP data entry are the fields protected from update?

Once Requestor Approved box has been checked, the fields are protected from update. If changes need to be made, the next level of approval may disapprove the record and the box becomes unchecked and fields are again available for update. Once the BOP has been Document Approved, no updates can be made to that particular transaction.

22. Do I have to Requestor Approve the BOP to save it?

No, a user can save the BOP at any time after the ACCS has been entered by clicking on the Save icon to commit a completed or partial record to the database.

23. How do I know when my FMC/LO has approved my BOP?

When the Document Approval box on the BOP Control has been checked, the LO has approved the BOP. If the Document Approval box is not checked, one can click on the Approval Routing button to view the status of the routing.

24. What is the purpose of the Summary by Details and Object Class pages?

• Summary by Details provides the user with a mechanism to view what has been previously entered on a BOP plan prior to making adjustments to the plan. It may be used to create negative detail lines via the Copy to Detail button.

• The Summary by Object Class tab displays summarized data of the object classes entered and Document approved on previously entered BOPs.

25. How can I determine the net affect of all the modifications to a plan?

Once all of the BOPs have been approved by your Line Office on the WF002, a user can query on the Plan No., navigate to the Summary by Objects tab and click on the Plan radio button. This will display a summary of all of the approved adjustments that have been made to the selected Plan No.

26. How can I tell whether I have received a transfer of funds?

The BE520D "Program Authority and Allotments vs. Obligations by Program/Project?" displays the allotments and advice numbers distributed to each Line Office.

27. At what point can I BOP my funding?

Once the funds have been allotted to your Line Office by NOAA Budget Execution, or transferred to your Line Office by another Line Office.

28. What level of the organization constitutes an FMC?

The first segment of the organization designates the Line Office. The first and second segment of the organization code designates the FMC.

29. How do I transfer funds to another Line Office?

Check the Change box, select TRNSFR in the Change Code field and fill in the receiving Organization Code in the Corresponding Organization field to automatically transfer funds to another Line Office. Once the BOP has been approved by the Line Office on the WF002 , the transfer has been made.

30. How do I transfer funds to an FMC within my Line Office?

Check the Change box, select ADJUST in the Change Code and fill in the Organization Code in the Corresponding Organization field. Once it has been Requester Approved, the funds are then available for the receiving FMC to BOP.

31. How do I delete the messages displayed on the message retrieval screen (WF003)?

Navigate to the WF003 screen, click on the message to be deleted and click on the Delete Icon (Red X). Click on the Save Icon to commit the changes.

32. How do I know if Data Warehouse has been updated?

On the Data Warehouse Navigator menu, click on the NDW100 CBS Data Warehouse Status Screen to view the latest information.

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