Ledger Maintenance

Table of Contents

• Introduction
• Search
• Central Area
• Dock Table
• Account Code
• Ledger Dictionary
• Work Area
• Add New
• Save
• Delete
• Total
• County Mappings
• TODO
• Requests
• Related FB Cases

Introduction

The Ledger Maintenance screen is designed to be very similar to the Alpha version, there are some changes explained below.

Search

    The search tool bar is setup to only search for full account codes and bring you back a single result. This will change to work similar to the advanced search below, when the new account code search widget is ready and time permits for me to add it.   You can only type in account codes that are formed properly into the search bar, the hyphens are optional, the toolbar will add them automagically. If you enter an invalid code, the tool bar won't let you finish the input and turn the text red. The icons in the toolbar are described in general on the Search Bar page. On this page I will explain how they work in detail for this window.

    The advanced search is a separate dialog that allows you to search for different fields to bring a varied set of results.

Match drop down box contains a list of ways to match.

•    All - Gets records that matches all of the dialog field rows. DEFAULT
•    Any - Gets records that matches any of the field rows.

The dialog fields, the 3 fields in a row are how to search the first field in the row.

• The first drop down box contains the ledger fields. Fund, Program, Function, Object, Unit and Project (Tempe only).  Fund is the default.
• The next drop down box is how to search the field.
  • is -  is equivalent to "equal to", will return all results that the ledger contains for that field.  DEFAULT
    • ex: 'Fund is 220'  will return all results where the fund is 220
  • is not - is equivalent to "not equal to",  will return all results in the ledger that does not contain the value.
    • ex: 'Fund is not 220' will return any account code where the fund is not 220.
  • is less than - will return all results in the ledger that is less than the value for that field.
    • ex: 'Program is less than 200' - will return a list of account codes where the program is 000-199 
  • is greater than - will return all results in the ledger that is greater than the value for that field.
    • ex: 'Function is greater than 0000' will return a list of accounts where the object is 0001 or higher.
  • is in range - Will get all results within the range specified. This is the only place the value should be two numbers.
    • ex: 'Unit is in Range 300 500' will find all account codes that the unit is between and including 300 and 500.
•  The line edit field is the value field, this is the value of the field you're searching against/for based on the above conditions.
• The -/+ buttons on the row allow you to add an extra row or remove that row. With these buttons you're able to search the ledger for account codes in a variety of ways, based on the rules above.  When adding rows, this is where the 'Match' choices come into play, they tell compass how to group these conditions together in the ways described above.

Please note: Those of you used to using strings for these fields, this is no longer true. The system searches for integers, that means '000' is now considered 0 by the database, it will truncate leading 0's. So searching for 22 is valid.  

Central Area

When the results are returned you'll get the list in a table above the fields for the ledger, the first items data should be entered in the main widget area described below. 

    Dock Table

            The dock table is shown when you have multiple results return from a search. It will show all the records from the search and the next and previous buttons will allow you to move through the records, while it cycles through the records it will load the records data into the central area.  When you select a new record in the dock table it also load the data for that record into the central area. The results for searching from the search bar will not load this table, it expects to find a single record and load the values in the work areas below.

    Account Code

    The account code widget contains the list account codes from the search results. When adding a new ledger file, you will add the account code in here. Along with the search bar, the only values you can input are validly formed account codes.  From the drop down box you can choose what account code to view, if you have multiple results. Switching account codes in this will load the data from the ledger into the work area and adjust the dock table to highlight that row also.

    The 'Add to Hints' button will open a new dialog that allows you to enter a unique name for this account code. It is only enabled when there is a valid account code in the line edit next to it.

Ledger Dict

    The ledger dictionary is a mapping of descriptions and field values. The headers for this widget have changed and now read "Short Description" instead of "Name", "Long Description" instead of just "Description". You can edit the values in this widget by double clicking the value. When you're done editing the value, just hit enter or click on another part of the gui and the value will be saved. You can edit either item here.

Work Area

    This is where the values for each account code will be displayed. You will be able to mark an account code active or deactivate here by clicking the check box, every other value is read only. When a record is loaded, the grey-ed out areas will turn white and black for easy readability. This is just a picture from the add new screen shot below.

Add New

    Add New allows you to add a new account code with a few values. The account code, working budget, original budget, if the account is encumbered or not and if it is active or not.  Clicking save will add this entry to the database reload it, after saving the ledger dictionary is available and editable.

There are no screen shots for the rest below because they don't change the gui and use the existing widgets.

Save

    Save will save any changes to the ledger data, ledger dictionary is not saved at this time. When saving and "Encumbered Account" is it will check to see if the account code is a payroll account code, if not, it will tell you and will not save. Please uncheck and save again. 

TODO

    The list of things that need to be done for this window. Bugs are listed here, each item should have a corresponding fogbugz case with it. If the case is missing, then it needs to be created.  The details of each item should be listed in the case, this is just a quick overview for everyone to see what needs to be done. When finished they will be removed from this list.

This list is minor things and request, they should not effect how the ledger maintenance works today, tomorrow, just enhance it a bit.

1. Case 3625 Make sure all current test exists and code passes.
2. Case 3628 Menu option to import CSV file, flag to add to county or not and/or multiple cash accounts or not.
3. Case 3627 Build account codes from selected chunks.
4. Case 3820 Segmentation Faults when ledger m closes.
5. Case 3814 Make Ledger Dictionary it's own widget.
6. Case 3630 Fine Tune

Requests

    This is a list of items that may not have a fb case and are part of the user wish list/requests.  Please add items you would like to see in the app to this area of the wiki.  This is not for bugs. All bugs should be reported to cases@yuhsd.fogbugz.com.  This is for new requests, if your request is wordy please up up a fb case and mark that case as a 'feature request' and place the case in this list.

Related FB Cases

    This is a list of fb cases that are related to this window.  Just a note, case #3007 is the main case and where most of the this work is considered part of. 

• Case 3007
• Case 3012
• Case 3088
• Case 3318
• Case 3505
• Case 3510
• Case 3529
• Case 3532
• Case 3583
• Case 3591
• Case 3596
• Case 3625
• Case 3626
• Case 3627
• Case 3628
• Case 3629
• Case 3630
• Case 3636
• Case 3810
• Case 3811
• Case 3814
• Case 3820