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Grant
| Grant Administrator® Frequently Asked Questions:
Select a topic: Accounts Question: I added a new Subaccount ID Description with the Account Form already opened, but the Subaccount ID does not appear in the Subaccount ID drop down list box in the Account Form. How do I get it to appear? Answer: The database has not been refreshed with the new Subaccount ID information. Select the Requery button in the Account Form. The Subaccount ID should now appear in the Subaccount ID drop down list box. Question: How do I delete a subaccount line from the Account Form? Answer: Select the subaccount record (by clicking on the record selector symbol in the left margin of the subaccount record - this is the small box with the black triangle) and then select Delete from the Edit menu on the main menu bar. (Note: Do Not use the Delete button at the bottom of the Account Form. That button is for deleting the entire account. Automatic Cost Allocation Question: If an indirect rate changes in the middle of an award, how do I apply this change in the Automatic Cost Allocation form so that new expenditures will have the new indirect rate applied to them? Answer: Simply edit the End Date field for the Indirect line to indicate when the old rate ended. Then add a new Indirect line for the new rate and edit the date fields to reflect the start and end dates for the new rate. (Note: start and end date fields default to the start and end dates for the award.) You should then run the Data Maintenance Program so that any expenditures that were posted when the new rate change should have been used, will be recalculated for the new Indirect charge. Expenditures / Transactions Question: I added a new Vendor ID Description with the Expenditure Form already opened, but the Vendor ID does not appear in the Vendor ID drop down list box in the Account Form. How do I get it to appear? Answer: The database has not been
refreshed with the new Vendor ID information. Select
the Requery button in the Expenditure Form. The Vendor ID should now appear in
the Vendor ID drop down list box. Question: I am trying to enter the Account Distribution information in the Expenditure Form, but no selections for the Subaccount ID field appear and when I type in the subaccount ID, I get an error message stating "the value you enter in this field must be in the list". I am certain that I already set up the subaccounts for this account in the Account Form, so why do they not appear in the Subaccount ID drop down list box in the Expenditure Form? Answer: No Budget Period for the account was selected in the Budget Period field. Press the Esc button on your keyboard to clear the Subaccount ID field and select the correct Budget Period for the account. If the account does not have multiple budget periods, select 1. If it does have multiple budget periods, select the correct period. All subaccounts set up for this account in the Account Form will then appear when you select the drop down arrow in the Subaccount ID field. Question: How do I delete an account line from the Account Distribution section of the Expenditure Form? Answer: Select the account record (by clicking on the record selector symbol in the left margin of the account record - this is the small box with the black triangle) and then select Delete from the Edit menu on the main menu bar. (Note: Do Not use the Delete button at the bottom of the Account Form. That button is for deleting the entire expenditure.) Question: How do I enter an expense versus an income/credit amount in the Expenditure Form? Answer: Expenses are entered as positive entries in the Expenditure form and are automatically subtracted from designated account records. Income and credits are entered as negative entries in the Expenditure form and are automatically added to designated account records. Amounts that you enter as negatives to reflect income or credit amounts appear in parenthesis in forms and in reports. Question: I am trying to post an expenditure to an account and the Account ID is not appearing in the Account ID drop down list box in the Expenditure Form. Why? Answer: The account must have been marked as inactive, and you cannot post expenditures to an inactive account. To post an expenditure to this account, you must open the account in the Account Form (by selecting Edit from the Account menu and selecting the account), and then select the Active check box. Save the Account Form and return to the Expenditure Form and select the Requery button. The account should now appear in the Account ID drop down list box. Personnel Question: When I select an Account ID in the Employee Effort and Fringe Information Form, the date fields default to the start and end dates for the account. Since this employee is paid from different accounts which all start and end at different dates and I plan to use the Salary button in the Expenditure Form for automatic distributions, should I edit these date to reflect similar time periods? Answer: Yes. Each time period in the Employee Effort and Fringe Information Form should add up to 100% of the employee's salary if you plan to use the Salary button in the Expenditure Form for automatic account distributions. If you do not edit time periods to reflect the same start and end dates so that 100% of the salary is accounted for in each time period, when you enter a salary amount to encumber in the Expenditure Form, the account distribution amounts will not add up to the employee's total salary for that pay period. Mics. Question: When I try to open Grant Administrator, the following error message occurs: "The required data file could not be found. You can use the next dialog to locate the file on your system." Answer: Someone either moved or deleted the data file. Select OK to locate the file using the Locate File dialog. If the file was deleted or cannot be found, copy the file from your backup to the directory where you installed the Grant Administrator data file.
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