***Chapter 1***

***Introduction and Background***

This chapter introduces the MAX User's Guide and provides background
information on several topics. This chapter contains the following
modules:

-   Overview of this Document

-   Assumptions about You (the User)

-   MAX A-11 Technical Requirements

-   Who to Call for Help

Overview of this Document

This user manual instructs OMB examiners and agency analysts in the use
of the MAX Data Entry System.

> This document is organized into chapters. Each chapter contains a
> number of related modules. This document is process-oriented, not
> screen or menu-oriented. Each module instructs you how to perform one
> task; a module does not explain what a particular menu option does.
> For example, a module might tell you how to view an account\'s
> Treasury data. This user manual is more of a tutorial than a reference
> manual.
>
> The average module is two pages. Each module contains the following:

-   A heading that describes the entry\'s topic. For example: \"Deleting
    an Amount.\"

```{=html}
<!-- -->
```
-   Detailed instructions that expand on the entry\'s heading.

-   An exhibit(s) such as a diagram, table, or screen image to help
    explain the topic. Most but not all modules have an exhibit.

-   Notes to cover any material not covered by one of the above
    sections. Not every module has notes.

> We use certain conventions throughout this document. They are:

-   Screen names, box names, field names, and button names are shown in
    initial caps (e.g., \"The system then presents the Save Account
    box.\").

-   Menu options are shown in all capitals with a hyphen separating the
    main menu option from its drop-down menu option (e.g., \"Select the
    EDIT-PASTE option.\"). This means you must select the Edit option
    from the main menu, and then choose the Paste option from the Edit
    drop-down menu.

-   Keys are shown in all capitals (e.g., \"the ENTER key\").

-   Other sections of the manual are shown in initial caps and in quotes
    (e.g., \'Refer to \"Who to Call for Help\" in Chapter 1.\').

> The following is a list of the chapters.

Chapter 1 Introduction and Background

Chapter 2 Communicating With the OMB Host

Chapter 3 Basic Editing

Chapter 4 Additional Editing

Chapter 5 Reviewing Data

Chapter 6 Utilities and Miscellaneous Topics

Communications Supplement

Assumptions about You (the User)

> This user's guide makes several assumptions. If you do not feel
> comfortable with the topics identified below, ask for help from a more
> knowledgeable user at your site or call the number provided in the
> \"Who to Call For Help\" module in this chapter.
>
> This manual assumes that:

-   You are familiar with the OMB Circular No. A-11 and budget concepts.
    It is not the purpose of this user manual to teach A-11 and
    data-related concepts.

-   You (or someone else) have installed the MAX A-11 software.

-   You have an OMB userid and password. The data entry system will only
    permit you to download those accounts that you are authorized to
    view or edit.

MAX A-11 Technical Requirements

[Software Requirements:]{.underline}

MAX A-11 Data Entry Application is supported on the following Operating
System:

-   Windows NT4.0 (with SP6a)

-   Window 2000

-   Window XP

To access the OMB for MAX A-11 Data Entry, the following are required:

-   A port must be open for secure web communication (https protocol);

-   128-bit (or better) encryption level for your web browser; and

-   Up-to-date Trusted Root Certificate Authority

[Getting the Software]{.underline}

The MAX A-11 software for FY 2005 will be available for download and
installation from the MAX A-11 web site:

https://max.omb.eop/maxportal

About Who to Call

+------------------------------------+---------------------------------+
| *Problem with*                     | *Contacts*                      |
+------------------------------------+---------------------------------+
| Userid and Password                | Help Desk 202-395-7370          |
+------------------------------------+---------------------------------+
| Installation and Configuration of  | Help Desk 202-395-7370          |
| MAX A-11 software                  |                                 |
+------------------------------------+---------------------------------+
| MAX A-11 Data Entry Training       | Email to:                       |
| Classes                            | Kelly_S.\_Colligan@omb.eop.gov  |
+------------------------------------+---------------------------------+
| MAX A-11 Conceptual Classes        | Email to:                       |
|                                    | Kelly_S.\_Colligan@omb.eop.gov  |
+------------------------------------+---------------------------------+
| MAX A-11 Data Issues or            | Jane Moy (202) 395-6934         |
|                                    |                                 |
| MAX A-11 Error Messages            | Carolyn Phelps (202) 395-7517   |
+------------------------------------+---------------------------------+

***Chapter 2***

***Communicating With the OMB Host***

This chapter tells you how to perform tasks involving the OMB Host
computer. This chapter contains the following modules (indentation shows
modules belonging to a set):

-   Connecting to the OMB Host

-   Downloading From the OMB Host:

> \-- An Explanation of the Account Selection Screen
>
> \-- Building a List of Accounts by Account Codes
>
> \-- Building a List of Accounts by Agency/Bureau Name

-   Uploading an Account(s) From Your PC to the OMB Host

-   Deleting an Account(s) on the OMB Host

-   Checking for Account Changes

-   Checking for Account Rule Changes

-   Creating a New Transmittal

-   Creating a New Account

-   Coping Account Data

-   Moving Account to New Agency/Bureau

-   Reports from the OMB Host:

> \-- An Introduction

\-- Submitting Reports on the OMB Host

> \-- Report Parameters
>
> \-- Viewing a Report on the OMB Host

-   Disconnecting from the OMB Host

-   Read News Items

-   Update User Information

Connecting to the OMB Host

**Instructions**

+----+--------------------------------+--------------------------------+
| *S | *When you do this\...*         | *\...the system does this.*    |
| te |                                |                                |
| p* |                                |                                |
+====+================================+================================+
| 0  | The software is preconfigured  |                                |
|    | for Hypertext Transfer         |                                |
|    | Protocol (HTTP) and Secure     |                                |
|    | Socket Layer. You need to have |                                |
|    | a port for secure              |                                |
|    | communication (SSL), and your  |                                |
|    | web browser must use 128-bit   |                                |
|    | encryption. You will be        |                                |
|    | connecting to                  |                                |
|    | [https://a11p.o                |                                |
|    | mb.gov](https://a11p.omb.gov/) |                                |
|    | on port 443. For more          |                                |
|    | information about establishing |                                |
|    | your remote access to the EOP, |                                |
|    | see the **COMMUNICATIONS       |                                |
|    | SUPPLEMENT** at the end of     |                                |
|    | this guide.                    |                                |
+----+--------------------------------+--------------------------------+
| 1  | Double click on the MAX A-11   | Display the MAX A-11 main      |
|    | icon.                          | menu.                          |
+----+--------------------------------+--------------------------------+
| 2  | Select OMB HOST-CONNECT        | Displays MAX Authentication    |
|    |                                | box.                           |
+----+--------------------------------+--------------------------------+
| 3  | Enter your Userid and          | Displays Transaction Monitor   |
|    | Password; press the ENTER key. | which informs you that the MAX |
|    |                                | system is:                     |
|    |                                |                                |
|    |                                | Verifying software             |
|    |                                | compatibility                  |
|    |                                |                                |
|    |                                | Checking for new news          |
|    |                                |                                |
|    |                                | Checking for table updates     |
|    |                                |                                |
|    |                                | Checking for user information  |
+----+--------------------------------+--------------------------------+
| 4  | Select the OK button           |                                |
+----+--------------------------------+--------------------------------+

**\
**

![](media/image1.png){width="6.5in" height="4.875in"}

Downloading From the OMB Host: An Explanation of the Account Selection
Screen

**Instructions** The Account Selection screen contains the following:

-   *Exercise field*\--To specify an exercise, click on the down arrow
    key in the Exercise field and then select the exercise you desire.

-   *OMB Account field\--*If you want to select accounts by OMB account
    number, you must click on the OMB Acct field and provide one of the
    following: (See Circular A-11, Appendix C)

[Option]{.underline} [Format]{.underline}

OMB Agency code AAA

OMB Agency+Bureau code AAA-BB

OMB Agency+Bureau+Account code AAA-BB-NNNNNN

OMB Agency+Bureau+Account+ AAA-BB-NNNNNN-C

Transmittal code

> The NNNNNN can be four digits (for an appropriation account) or six
> digits (for a receipt account). The number you enter indicates whether
> you are requesting an appropriation account(s) or a receipt
> account(s). This number must agree with the option selected in the
> Type field.

-   *Treasury Account field\--*If you want to select accounts by
    Treasury account number, you must click on Treasury Account field
    and provide one of the following:

[Option]{.underline} [Format]{.underline}

Treasury Agency+Account code TT-NNNNNN

Treasury Agency+Account+ TT-NNNNNN-C

Transmittal code

> The NNNNNN can be four digits (for an appropriation account) or six
> digits (for a receipt account). The number you enter (which indicates
> whether you are requesting an appropriation or receipt account) must
> agree with the option selected in the Type field.

-   *Account Type field*\--This field enables you to further specify
    which accounts you want downloadedCall, just the appropriation
    accounts, or just the receipt accounts. The default is the All
    option. The option you select must agree with other values you
    specify on this screen. If you specify an account number by using
    the OMB Account or Treasury Account field, the number you enter must
    agree with the option you select in the Type field. For example:

> \-- If you request a specific appropriation account (say,
> 007-10-1234), you must select the Appropriation option in the Type
> field.
>
> \-- If you request a specific receipt account (say, 007-00-123456),
> you must select the Receipt option in the Type field.

-   *Agency field*\--This list is used in conjunction with the Available
    Bureaus list field (below). It presents all the agencies for which
    you can select accounts.

> To select an agency, click on the Agency up/down arrow to scroll thru
> the list of agencies. When you have selected the agency you desire, in
> the bureau field a list of available bureaus appear.

-   *Bureau field*\--This list is used in conjunction with the Agency
    field (above). It presents all the bureaus for the agency that
    displays in the Agency field.

> To select a bureau, click on the Bureau up/down arrow to scroll thru
> the list of bureaus and then click on the bureau you desire. To select
> all bureaus for the agency, click on \"All accounts."
>
> When you have picked the bureaus for this agency, select the Add
> button. This adds the agency/bureau pair(s) to the list you are
> building. The list displays in the Selections area of the screen.

-   *Selections field*\--This is the list of all agencies and bureaus
    that you have asked for by selecting agency/bureau pairs in the
    Agency and Available Bureau lists.

> You may remove agency/bureau pairs (rows) from this list by clicking
> on the agency and bureau you want to delete. When you have marked all
> rows that you want to remove, select the Delete button. The system
> removes the marked rows from the list.

-   *Buttons*\--The following buttons are on the bottom of the screen:

> \-- Select the *OK* button when you have finished requesting the
> accounts you want.
>
> \-- Select the *Add* button when you have identified an agency and
> bureau(s) for which you want accounts. The system adds the identified
> agency/bureau pair(s) to the list in the Selections area.
>
> \-- Select the *Delete* button when you have marked one or more
> agency/bureau pairs in the Selections area for removal.
>
> \-- Select the *Cancel* button when you want to terminate the account
> selection process. The system returns you to the main menu.

**Notes** There are two ways you can identify the accounts you are
interested in. The first is by providing a Treasury account code or an
OMB account code. If this is how you want to identify accounts, see the
"Building a List of Accounts by Account Codes" module. The second way to
identify accounts is to select the agencies and bureaus that contain the
accounts you are interested in. If this is how you want to identify
accounts, see the \"Building a List of Accounts by Agency/Bureau Name\"
module.

Downloading from the OMB Host: Building a List of Accounts by Account
Codes

**Instructions**

  --------------------------------------------------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*
  -------- -------------------------------- --------------------------------
  1        Select the OMB HOST-DOWNLOAD.    Presents the Account Selection
                                            screen. (For a detailed
                                            discussion of this screen, see
                                            the \"An Explanation of the
                                            Account Selection Screen\"
                                            module earlier in this chapter.)

  2        Select the Exercise.             

  3        Enter a value in the OMB Acct    
           field *or* enter a value in the  
           Treasury Acct field.             

  4        Select the Account type.         

  5        Select the OK button.            Displays the Account Download
                                            Selection screen.

  6        From the list of accounts,       Highlights the account(s)
           select the account(s) you want   selected.
           to download.                     

  7        Select the Download button.      Downloads the selected
                                            account(s). Opens the first
                                            account and may display a MAX
                                            A-11 Information box with the
                                            message "Changes were made while
                                            opening the account - please
                                            review the following list of
                                            changes."

  8        Select the OK button.            Display a list of account
                                            changes. (This list of account
                                            changes is from the data
                                            generation rules. Every time you
                                            open an account the system data
                                            generation rules are used to
                                            recalculate the data. If data is
                                            changed you will be presented
                                            with an information box with
                                            these changes.)

  9        Select Print or Cancel button.   
  --------------------------------------------------------------------------

**Notes** This module assumes you have already used the instructions in
the \"Connecting to the OMB Host\" module.

> Because you are building a list of accounts by OMB or Treasury account
> codes, you must not place any values in the Selections area.
> (Remember, you can build a list of accounts by account code or by
> agency/bureau name, but you may not mix the two methods.) If you want
> to build a list of accounts by using agency and bureau names, see the
> \"Building a List of Accounts by Agency/Bureau Name\" module that
> follows this one.
>
> *Buttons*\--The following buttons are on the bottom of the Download
> Account Selection screen:
>
> \-- *Select All* button \-- selects all the accounts on the list for
> download.

\-- *Clear All* button \-- clears all selected accounts

\-- *Previous window* button \-- moves you back one screen

\-- *Download Dir* button \-- changes destination directory

\-- *Download* button \-- downloads the selected accounts

\-- *Cancel* button \-- terminates the download an account(s) process

![](media/image2.wmf){width="3.875in" height="2.6638888888888888in"}

![](media/image3.wmf){width="3.875in" height="2.473611111111111in"}

![](media/image4.wmf){width="3.875in" height="2.473611111111111in"}

![](media/image5.wmf){width="3.875in" height="2.473611111111111in"}

Downloading From the OMB Host: Building a List of Accounts by
Agency/Bureau Name

**Instructions**

  -----------------------------------------------------------------------
        *When you do this\...*           *\...the system does this.*
  ----- -------------------------------- --------------------------------
  1     Select OMB HOST-DOWNLOAD.        Presents the Account Selection
                                         screen. (For a detailed
                                         discussion of this screen, see
                                         the \"An Explanation of the
                                         Account Selection Screen\"
                                         module earlier in this chapter.)

  2     Select the Exercise.             

  3     Select the agency. (To scroll    Highlights the agency and
        thru the list of agencies click  displays a list of available
        on the Agency up/down arrow.)    bureaus.

  4     Select the bureau. (To scroll    Highlights the bureau(s).
        thru the list of bureaus click   
        on the Bureau up/down arrow.)    

  5     After you have selected the      Adds the selected agency and
        agency and bureau you want,      bureau to the Selections box.
        click on the Add button.         

  6     Select the Account Type.         

  7     Select the OK button.            Displays the Account Download
                                         Selection screen.

  8     From the list of accounts,       Highlights the account(s)
        select the account(s) you want   selected.
        to download.                     

  9     Select the Download button.      Downloads the selected accounts
                                         and opens the first account.
  -----------------------------------------------------------------------

**Notes** This module assumes you have already used the instructions in
the \"Connecting to the OMB Host\" module to connect to the OMB Host and
are positioned at the MAX Data Entry System - OMB Host Activities menu.

> Because you are building a list of accounts by agency/bureau name, you
> must not place any values in the OMB Account or Treasury Account
> fields. (Remember, you can build a list of accounts by account code or
> by agency/bureau name, but you may not mix the two methods.) If you
> want to build a list of accounts by account code, see the \"Building a
> List of Accounts by Account Codes\" module that precedes this one.

![](media/image6.wmf){width="3.875in" height="2.6638888888888888in"}

Uploading an Account(s) From Your PC to the OMB
Host![](media/image7.wmf){width="3.875in" height="2.6638888888888888in"}

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Select OMB HOST-UPLOAD.          Presents the Account Upload
                                            Selection screen.

  2        Select the Exercise.             Displays the accounts you have
                                            downloaded for the specified
                                            exercise.

  3        From the Account Upload          Highlights the account(s).
           Selection list, select the       
           account(s) you want to upload.   

  4        Select the Upload button.        Uploads the selected accounts
                                            and returns you the main menu.
  -------- -------------------------------- --------------------------------

**Notes** This module assumes you have already used the instructions in
the \"Connecting to the OMB Host."

> *Buttons*\--The following buttons are on the bottom of the Account
> Upload Selection screen:
>
> \-- *Select All* button \-- selects all the accounts on the list for
> download.

\-- *Clear All* button \-- clears all selected accounts

\-- *Chg Dir* button \-- changes source directory

\-- *Upload* button \-- uploads the selected accounts

\-- *Cancel* button \-- terminates the upload an account(s) process

![](media/image8.wmf){width="3.875in" height="2.6638888888888888in"}

Deleting an Account(s) on the OMB
Host![](media/image9.wmf){width="3.875in" height="2.6638888888888888in"}

**Instructions**

  --------------------------------------------------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*
  -------- -------------------------------- --------------------------------
  1        Select OMB HOST-DELETE.          Displays the Account Selection
                                            screen.

  2        Select the exercise, agency, and Displays the Account Delete
           bureau. Then select the OK       Selection screen.
           button.                          

  3        Select the account(s) you want   Highlights the account(s).
           to delete.                       

  4        Select the Delete button.        Deletes the selected accounts
                                            data and returns you the main
                                            menu.
  --------------------------------------------------------------------------

**Notes** The delete process actually deletes the detail lines of an
account. It does *not* delete the account itself.

![](media/image10.wmf){width="3.875in" height="2.6638888888888888in"}

Checking for Account Changes

**Instructions**

  --------------------------------------------------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*
  -------- -------------------------------- --------------------------------
  1        Select OMB HOST-CHECK FOR        Displays a MAX A-11 Information
           ACCOUNT CHANGES option.          box with the message: "These
                                            accounts have been updated since
                                            you downloaded them."

  2        Select OK button.                Displays a list of accounts that
                                            have been updated. (If there
                                            isn't any changes, the system
                                            will redisplay the account.)

  3        Select the account you want to   Highlights the account.
           redownload.                      

  4        Select the Download button.      Displays a Confirmation box with
                                            the message: "Do you wish to
                                            overwrite your existing data?"

  5        Select yes, yes to all, no or    
           cancel.                          
  --------------------------------------------------------------------------

![](media/image11.wmf){width="3.875in" height="2.6638888888888888in"}

Checking for Account Rule Changes

**Instructions**

  --------------------------------------------------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*
  -------- -------------------------------- --------------------------------
  1        Select OMB HOST-CHECK FOR        Displays a list of account
           ACCOUNT CHANGES                  changes or returns you to the
                                            main menu if there isn't any
                                            account rule changes.

  2        Select the OK button.            
  --------------------------------------------------------------------------

**Notes** Every appropriation and receipt accounts have account rules
associated with them. These rules are established in the MAX system when
the account is created. When you update your account, the account rules
will help determine what information is needed in the account. The
following lists some examples of account rules.

Budget Enforcement Category

Subfunction

Character Class

![](media/image12.wmf){width="3.875in" height="2.6638888888888888in"}

Creating a New Transmittal

**Instructions**

  --------------------------------------------------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*
  -------- -------------------------------- --------------------------------
  1        Select OMB HOST-CREATE NEW       Displays the Create New
           TRANSMITTAL option.              Transmittal box.

  2        Select the exercise and version  

  3        Type in the OMB Acct ID number   
           and transmit code you want to    
           copy from and then type in the   
           transmit you want to create.     

  4        Select the OK button.            Display MAX A-11 Information box
                                            with the message: "New
                                            transmittal created."

  5        Select the OK button. (You can   
           now download the account with    
           the new transmittal.)            
  --------------------------------------------------------------------------

**Notes** Amount fields are zeroed-out except for BY column where "one"
are entered.

Creating a New Account![](media/image13.wmf){width="3.875in"
height="2.473611111111111in"}

**Instructions** To create a new account, an agency submits the proper
paperwork to the agency's OMB representative. The paperwork must provide
the following information:

> \-- proposed account title
>
> \-- agency and bureau affected
>
> \-- statutory authority or description of the legislative proposal
>
> \-- fund type
>
> \-- the Budget Enforcement Act (BEA) category
>
> \-- subfunctional and character classification
>
> \-- whether any collections related to the account are user fees
>
> \-- whether the account is sequestrable or exempt
>
> \-- whether the account will finance payments to individuals
>
> \-- appropriations subcommittee jurisdiction
>
> \-- whether the account will have limitations on obligations and
>
> \-- for receipt accounts, the receipt type
>
> When the OMB representative approves the establishment of a new
> account, the new account will then be created in the MAX database.
> Once the account is established, you can download the account and its
> associated rules.
>
> When the user opens the account, it will appear empty (i.e., it
> contains no schedules). The user adds schedules and detail lines.

Copying Account Data

**Instructions**

  -------------------------------------------------------------------------
  *Step*   *When you do this\...*            *\...the system does this.*
  -------- --------------------------------- ------------------------------
  1        Select OMB HOST-COPY ACCOUNT.     Displays the Copy Account box.

  2        Select the exercise and version.  

  3        Type at the "Copy from": the OMB  
           Acct ID (Agency, Bureau, Account, 
           and Transmit codes) you want      
           copied and then type at the "Copy 
           to": the new OMB Acct ID.         

  4        Select the Request button.        Display a MAX A-11 Information
                                             box with the message: "Account
                                             has been copy to:"
  -------------------------------------------------------------------------

**Notes** You can now download the account with the information you have
copied.

Moving Account to New
Agency/Bureau![](media/image14.wmf){width="3.875in"
height="2.6638888888888888in"}

**Instructions**

  --------------------------------------------------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*
  -------- -------------------------------- --------------------------------
  1        Select OMB HOST-MOVE ACCOUNT     Displays the Move Account to new
           option.                          Agency/Bureau/Acct box.

  2        Select the exercise and version. 

  3        Type at the "Move from": the OMB 
           Acct ID (Agency, Bureau,         
           Account, and Transmit codes) you 
           want moved and then type at the  
           "Move to": the new OMB Acct ID.  

  4        Select the Request button.       Displays a MAX A-11 Information
                                            box with the message: "Account
                                            has been move to:"
  --------------------------------------------------------------------------

**Notes** You can now download the account that you moved.

![](media/image15.wmf){width="3.875in" height="2.6638888888888888in"}

Reports from the OMB Host: An Introduction

**Instructions** There are many reports you can obtain. You need to be
aware of a distinction between reports that you can order from the OMB
Host and reports you order from the PC.

-   OMB reports use data that is on the OMB Host and this data is used
    to print the President's Budget.

-   PC reports use the data that is on either your PC hard-drive or
    server. (The data from the OMB Host and the data from the PC may be
    different especially if you have not uploaded your data.)

> This section will discuss only the reports available from the OMB
> Host. The OMB reports are grouped into six major report groups. Listed
> below are the reports groups and the available reports under each
> group.

**Account Data Listings**

+-----------------------------+-----------------------------+----------+
| ***Report***                | ***Description***           | **       |
|                             |                             | *Year*** |
+-----------------------------+-----------------------------+----------+
| Appropriation Change        | Displays the differences    | PY -     |
|                             | between the current         | BY+9     |
| (Current to Previous)       | appropriation data at OMB   |          |
|                             | and the previous data for   |          |
|                             | one to five days.           |          |
+-----------------------------+-----------------------------+----------+
| Appropriation Account Data  | Displays the account data   | PY -     |
| Listing                     | with only line number.      | BY+9     |
+-----------------------------+-----------------------------+----------+
| Detailed Appropriation      | Displays the account data   | PY -     |
| Account Data Listing        | with line number and line   | BY+9     |
|                             | title.                      |          |
+-----------------------------+-----------------------------+----------+
| Appropriation Discrepancy   | Displays the account error  | PY -     |
| Listing                     | listing and the account     | BY+9     |
|                             | data.                       |          |
+-----------------------------+-----------------------------+----------+
| Appropriation Informational | Displays the account        | PY -     |
| Error Listing               | information error           | BY+9     |
+-----------------------------+-----------------------------+----------+
| Receipt Change              | Displays the differences    | PY -     |
|                             | between the current receipt | BY+9     |
| (Current to Previous)       | data at OMB and the         |          |
|                             | previous data for one to    |          |
|                             | five days.                  |          |
+-----------------------------+-----------------------------+----------+
| Receipt Account Data        | Displays the receipt        | PY -     |
| Listing                     | account data with character | BY+9     |
|                             | class code.                 |          |
+-----------------------------+-----------------------------+----------+
| Receipt Discrepancy Listing | Displays the receipt        | PY -     |
|                             | account errors              | BY+9     |
+-----------------------------+-----------------------------+----------+

**Account Title Listings**

  ---------------------------- ------------------------------------------
  ***Report***                 ***Description***

  Master Account Title Listing Displays a list of appropriation accounts
                               and the control codes.

  Receipt Account Title        Displays a list of receipt accounts and
  Listing                      the control codes.
  ---------------------------- ------------------------------------------

**Budget Accounts Listings: Up-to-the-minute**

+---------------------------+---------------------------+--------------+
| ***Report***              | ***Description***         | ***Year***   |
+---------------------------+---------------------------+--------------+
| BAA - Budget (In-years)   | Displays Budget Authority | PY - BY+4    |
|                           | and Outlays by Agency and |              |
|                           | Account.                  |              |
+---------------------------+---------------------------+--------------+
| BAA - Baseline Budget     | "                         | CY - BY+4    |
|                           |                           |              |
| (CY to BY+4)              |                           |              |
+---------------------------+---------------------------+--------------+
| BAA - Baseline Long Range | "                         | BY+5 - BY+9  |
|                           |                           |              |
| Budget (Thru BY+9)        |                           |              |
+---------------------------+---------------------------+--------------+
| BAA - Long Range Budget   | "                         | BY+5 - BY+9  |
|                           |                           |              |
| (Thru BY+9)               |                           |              |
+---------------------------+---------------------------+--------------+
| BAA - Baseline Planning   | Compares previous         | CY - BY+4    |
|                           | exercise (i.e.,           |              |
| Comparison (Thru BY+4)    | Mid-Session) BA and       |              |
|                           | outlay numbers with       |              |
|                           | current exercise BA and   |              |
|                           | outlay numbers and        |              |
|                           | displays the difference.  |              |
+---------------------------+---------------------------+--------------+
| BAA - Long Range Budget   | "                         | CY - BY+4    |
|                           |                           |              |
| Comparison (Thru BY+4)    |                           |              |
+---------------------------+---------------------------+--------------+
| BAA - Baseline Budget     | Compares baseline numbers | CY - BY+4    |
| Change                    | with policy numbers and   |              |
|                           | displays the difference.  |              |
| (Thru BY+4)               |                           |              |
+---------------------------+---------------------------+--------------+
| BAA - Baseline Planning   | Compares previous         | BY+5 - BY+9  |
|                           | exercise BA and outlay    |              |
| Comparison (Thru BY+9)    | numbers with current      |              |
|                           | exercise BA and outlay    |              |
|                           | numbers and displays the  |              |
|                           | difference.               |              |
+---------------------------+---------------------------+--------------+
| BAA - Long Range Budget   | "                         | BY+5 - BY+9  |
|                           |                           |              |
| Comparison (Thru BY+9)    |                           |              |
+---------------------------+---------------------------+--------------+
| BAA - Baseline Budget     | Compares baseline numbers | BY+5 - BY+9  |
| Change                    | with policy numbers and   |              |
|                           | displays the difference.  |              |
| (Thru BY+9)               |                           |              |
+---------------------------+---------------------------+--------------+

**Management Review**

  --------------------------- --------------------------- ---------------
  ***Report***                ***Description***           ***Year***

  BEA Baseline/Policy         Displays baseline and       CY - BY+9
  Comparison Report           policy BA and outlays       
                              number, displays the        
                              difference by BEA category  

  BEA Policy (PY to BY+1)     Displays policy BA and      PY - BY+9
  Report                      outlays number by BEA       
                              category                    
  --------------------------- --------------------------- ---------------

**Other Reports (available only for President's Budget data)**

  --------------------------- --------------------------- ---------------
  ***Report***                ***Description***           ***Year***

  Total FTE Employment: MAX                               
  Schedule Q Detail                                       

  Object Class Detail Data    Displays Schedule O data    PY - BY

  Appendix Tables and Text                                PY - BY
  Report                                                  
  --------------------------- --------------------------- ---------------

**Report Library Print Utility**

  ---------------------------- ------------------------------------------
  ***Report***                 ***Description***

  Account Activity Listing     Display a list of accounts, last download
                               date, last uploaded date and the user name
  ---------------------------- ------------------------------------------

Reports from the OMB Host: Submitting Reports on the OMB Host

**Instructions**

  --------------------------------------------------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*
  -------- -------------------------------- --------------------------------
  1        Select the OMB HOST-OMB          Displays Report Selection Box..
           REPORT-Order report option.      

  2        Select report groups you want.   Highlights the selected Report
           (You can request only one report Group.
           group at a time.)                

  3        Select the report you want. (You Highlights the report.
           can request only one report at a 
           time.)                           

  4        Select the OK button.            Displays the Report Parameter
                                            Options box.

  5        At the Report Parameter Options  
           box, provide any values that the 
           system requests. Different       
           reports may request different    
           information. (Under the Report   
           Parameter section, there is a    
           list of parameters and options). 

  6        Select the OK button.            Displays a job ID number.

  7        Write down the OMB Host job ID   Generates the report you
           number for the report you just   requested and returns you to the
           requested. You may need this     MAX main menu.
           number later.                    
  --------------------------------------------------------------------------

**Notes:** The following columns are on the OMB Report screen:

> Job Number This is a job number given to you at the time you requested
> the report.

Status Scheduled \-- report request submitted.

Success \-- report ready for viewing or printing

Size Size of the report job.

![](media/image16.wmf){width="3.875in" height="2.6638888888888888in"}

![](media/image17.wmf){width="3.902083333333333in"
height="2.6944444444444446in"}

![](media/image18.wmf){width="3.875in" height="2.6638888888888888in"}

![](media/image19.wmf){width="3.875in" height="2.6638888888888888in"}

Reports from the OMB Host: Report Parameters

Each report requires different parameters selection. The following is a
list of all parameters and the available options for that parameter.

+-----------------------+-----------------------+-----------------------+
| ***Parameters***      | ***Parameters         | ***Description***     |
|                       | options***            |                       |
+-----------------------+-----------------------+-----------------------+
| Accounts              | ALL                   | All represents all    |
|                       |                       | the accounts a user   |
|                       | AGY-AGY               | has access to. (Must  |
|                       |                       | use colon to separate |
|                       | AGY:BU-AGY:BU         | agency, bureau, and   |
|                       |                       | account codes.)       |
|                       | AGY:BU:ACCT           |                       |
+-----------------------+-----------------------+-----------------------+
| ACCOUNT IND           | ALL                   | Used only in the      |
|                       |                       | *Account* *Title      |
|                       | Active                | Listing* to specify   |
|                       |                       | the type of account.  |
|                       | Credit                |                       |
|                       |                       |                       |
|                       | Lim (Limitations)     |                       |
|                       |                       |                       |
|                       | Multif                |                       |
|                       | (Multi-functions)     |                       |
+-----------------------+-----------------------+-----------------------+
| COMPARISON FILE       | 1 = Pres. Budget      | Used only in the      |
|                       |                       | *BAA - Comparison     |
|                       | 4 = Mid-Session       | report* to specify    |
|                       |                       | the Appropriation     |
|                       |                       | file you want to      |
|                       |                       | compare.              |
+-----------------------+-----------------------+-----------------------+
| CONTENT               | D = Data              |                       |
|                       |                       |                       |
|                       | S = Spendout Rates    |                       |
|                       |                       |                       |
|                       | DE = Data and Errors  |                       |
|                       |                       |                       |
|                       | E = Errors only       |                       |
+-----------------------+-----------------------+-----------------------+
| CREDIT IND            | N = All data          |                       |
|                       |                       |                       |
|                       | Y = Credit data       |                       |
+-----------------------+-----------------------+-----------------------+
| PRINT FORMAT          | S = Single space      |                       |
|                       |                       |                       |
|                       | D = Double space      |                       |
+-----------------------+-----------------------+-----------------------+
| DISCR TYPE            | A = All               | Used only in the      |
|                       |                       | *Appropriation        |
|                       | C = Credit            | Discrepancy*          |
|                       |                       | *Listing* to specify  |
|                       | L = Loans             | the type of           |
|                       |                       | discrepancy you want  |
|                       | O = Object            | printed. .            |
+-----------------------+-----------------------+-----------------------+
| DOWNLOAD DATE FROM    | MM/DD/YY              | MM = Month            |
|                       |                       |                       |
|                       |                       | DD = Day              |
|                       |                       |                       |
|                       |                       | YY = Year             |
+-----------------------+-----------------------+-----------------------+
| DOWNLOAD DATE TO      | MM/DD/YY              | MM = Month            |
|                       |                       |                       |
|                       |                       | DD = Day              |
|                       |                       |                       |
|                       |                       | YY = Year             |
+-----------------------+-----------------------+-----------------------+
| EXERCISE              | PB2007 = Pres. Budget |                       |
|                       | 2007                  |                       |
|                       |                       |                       |
|                       | TR2007 = Training     |                       |
+-----------------------+-----------------------+-----------------------+
| EMAIL ADDRESS 1       | Email address         |                       |
+-----------------------+-----------------------+-----------------------+
| EMAIL ADDRESS 2       | Email address         |                       |
+-----------------------+-----------------------+-----------------------+
| FORM TYPE             | Unbound               | Unbound is the        |
|                       |                       | default for agency    |
|                       | Bound                 | users. The other      |
|                       |                       | parameter options are |
|                       | 3-hole                | available to users at |
|                       |                       | OMB.                  |
+-----------------------+-----------------------+-----------------------+
| FILE LEVEL (CURRENT)  | M = Master            | Used in the           |
|                       |                       | *Appropriation and    |
|                       | 1 = Alternative 1     | receipt change        |
|                       |                       | reports* to specify   |
|                       | 2 = Alternative 2     | the first file you    |
|                       |                       | want to compare.      |
|                       | 3 = Alternative 3     |                       |
+-----------------------+-----------------------+-----------------------+
| FILE LEVEL (PREVIOUS) | M = Master            | Used in the           |
|                       |                       | *Appropriation and    |
|                       | 1 = Alternative 1     | receipt change        |
|                       |                       | reports* to specify   |
|                       | 2 = Alternative 2     | the second file you   |
|                       |                       | want to compare.      |
|                       | 3 = Alternative 3     |                       |
+-----------------------+-----------------------+-----------------------+
| FILE LEVEL            | M = Master            |                       |
|                       |                       |                       |
|                       | 1 = Alternative 1     |                       |
|                       |                       |                       |
|                       | 2 = Alternative 2     |                       |
|                       |                       |                       |
|                       | 3 = Alternative 3     |                       |
+-----------------------+-----------------------+-----------------------+
| LINE TYPES            | All                   | Specify the schedule  |
|                       |                       | you want printed.     |
|                       | P = Schedule P        |                       |
|                       |                       |                       |
|                       | O = Schedule O, etc.  |                       |
+-----------------------+-----------------------+-----------------------+
| NUMBER OF COPIES      | \#                    |                       |
+-----------------------+-----------------------+-----------------------+
| PREVIOUS FILE         | -1 = one day before   | Used in the           |
| GENERATION            |                       | *Appropriation and    |
|                       | -2 = two days before  | receipt change        |
|                       |                       | reports* to compare   |
|                       | -3 = three days       | current file to the   |
|                       | before                | file from one to five |
|                       |                       | days before.          |
|                       | -4 = four days before |                       |
|                       |                       |                       |
|                       | -5 = five days before |                       |
+-----------------------+-----------------------+-----------------------+
| PRINT DESTINATION     | E-MAIL OR LOCAL       |                       |
|                       | PRINTER               |                       |
+-----------------------+-----------------------+-----------------------+
| REPORT SEQUENCE       | Account               |                       |
|                       |                       |                       |
|                       | Division              |                       |
|                       |                       |                       |
|                       | BP Member             |                       |
|                       |                       |                       |
|                       | BUD                   |                       |
+-----------------------+-----------------------+-----------------------+
| TRANSMIT              | BLANK = ALL           | Specify the type of   |
|                       |                       | accounts to print.    |
|                       | 0 = Transmit O        |                       |
|                       |                       |                       |
|                       | 1 = Transmit 1 etc.   |                       |
+-----------------------+-----------------------+-----------------------+
| UPLOAD DATE FROM      | MM/DD/YY              | MM = Month            |
|                       |                       |                       |
|                       |                       | DD = Day              |
|                       |                       |                       |
|                       |                       | YY = Year             |
+-----------------------+-----------------------+-----------------------+
| UPLOAD DATE TO        | MM/DD/YY              | MM = Month            |
|                       |                       |                       |
|                       |                       | DD = Day              |
|                       |                       |                       |
|                       |                       | YY = Year             |
+-----------------------+-----------------------+-----------------------+

Reports from the OMB Host: Viewing a Report on the OMB Host

**Instructions**

+----+--------------------------------+--------------------------------+
| *S | *When you do this\...*         | *\...the system does this.*    |
| te |                                |                                |
| p* |                                |                                |
+====+================================+================================+
| 0  | Request a report through the   | Generates the requested        |
|    | OMB Reports-Order report       | report.                        |
|    | option. (See the \"Submitting  |                                |
|    | Reports on the OMB Host\"      |                                |
|    | module in this chapter.)       |                                |
|    |                                |                                |
|    | Be sure to note the job number |                                |
|    | of the job that produces your  |                                |
|    | report.                        |                                |
+----+--------------------------------+--------------------------------+
| 1  | From the OMB Reports-Report    |                                |
|    | status screen, select the Job  |                                |
|    | Name of the report you want to |                                |
|    | view. (Be sure that the job    |                                |
|    | status indicates complete.)    |                                |
+----+--------------------------------+--------------------------------+
| 2  | Click on the View button from  | Displays output for the report |
|    | the OMB Reports screen.        | you requested.                 |
+----+--------------------------------+--------------------------------+
| 3  | Select print or cancel.        |                                |
+----+--------------------------------+--------------------------------+

**Notes** You may view only those reports that have not yet finished
printing. Once a report has printed, it is deleted from the OMB Host and
you may not view it.

Disconnecting from the OMB Host

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Select OMB HOST-DISCONNECT.      Disconnects from the OMB Host.

  2        Select FILE-EXIT.                Exits the MAX A-11 applications.
  -------- -------------------------------- --------------------------------

![](media/image20.png){width="3.875in" height="2.6638888888888888in"}

Read News Items

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Select OMB HOST-READ NEWS ITEMS. Displays the News Items and
                                            Messages box.

  2        After you have read the news     
           items, select either delete,     
           print, or cancel                 
  -------- -------------------------------- --------------------------------

![](media/image21.wmf){width="3.875in" height="2.6638888888888888in"}

Update User Information

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Select OMB HOST-UPDATE USER      Displays user information box.
           INFORMATION.                     

  2        Update user information.         

  3        Select the OK button.            Updates the user information at
                                            the OMB Host.
  -------- -------------------------------- --------------------------------

![](media/image22.png){width="3.8333333333333335in"
height="2.8895833333333334in"}

***Chapter 3***

***Basic Editing***

This chapter tells you how to perform basic editing tasks associated
with the MAX Data Entry application. To perform these basic editing
tasks, you must have first connected to the OMB Host and downloaded a
budget account. To start the program, double click on the MAX A-11 icon.
This chapter contains the following modules:

-   Opening an Account for Viewing and/or Editing

-   An Explanation of the Screen

-   Changing an Amount

-   Deleting an Amount

-   Cutting an Amount

-   Copying an Amount

-   Pasting an Amount

-   Adding a Line(s) to an Account

-   Inserting a Line(s) to Schedule X

-   Inserting a Schedule

-   Deleting a Line(s) to an Account

-   Cutting a Line

-   Copying a Line

-   Pasting a Line

-   Changing a User-Specified Detail Line Title

-   Inserting information on Line Title between brackets

-   Changing Directory

-   Copying an Account(s) to Another Directory

-   Printing an Account(s)

-   Deleting an Account(s)

-   Undoing a Single Change

-   Saving the Changes Made to Data Within an Account

-   Closing an Account Without Saving

Opening an Account for Viewing and/or Editing

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Select FILE-OPEN option.         Display an Exercise Selection
                                            box. When you click-on the OK
                                            button, a list of accounts will
                                            appear on the screen.

  2        Select the exercise and account  
           you want.                        

  3        Select the Open button.          Opens the account you specified
                                            and displays the account.
  -------- -------------------------------- --------------------------------

**Notes** The codes and abbreviations used in the Select an Account File
to Open box (as displayed from left to right) are:

> \(a\) The PC changed date is a date in MM-DD format (e.g., July 25 =
> 07-25). It represents the date the account was last changed on the PC.
>
> \(b\) The OMB changed date is a date in MM-DD format. It represents
> the date the account was last changed on the OMB Host.
>
> \(c\) The version group has four valid values.
>
> MASTERCthe version which will appear in the printed budget,
>
> Alternative 1 (Alt 1)Can account version set aside for development
>
> Alternative 2 (Alt 2)Can account version set aside for development and
>
> Alternative 3 (Alt 3)Can account version set aside for development.
>
> \(d\) The OMB Account is agency, bureau, and account code.

\(e\) The transmit has seven valid values.

0 \-- regular budget schedules

1 -- supplemental

2 -- legislative proposal, not subject to PAYGO

3 \-- appropriations language to be transmitted later

4 -- legislative proposal, subject to PAYGO

5 -- rescission proposal

9 -- reserved for OMB use

(f) The account title is the text name of the account.

You can sort the list of accounts by clicking-on the column header.

![](media/image23.png){width="4.0in" height="3.0in"}

![](media/image24.png){width="4.0in" height="3.0in"}

An Explanation of the Screen

**Instructions** The screen on which you enter and modify data has been
developed to resemble the format of the Budget appendix.

> The system identifies where you are by placing a cursor bar over the
> appropriate line title or amount. Not all of the screen\'s amount
> columns are visible at one time. You can use the arrow keys or your
> mouse to move around.
>
> The account you are editing is identified on the screen\'s first line.
> For example, an account identifier might be 021-05 69-0210 -1, where:

  ----------- -----------------------------------------------------------
  021         is the OMB agency code,

  05          is the OMB bureau code,

  69          is the Treasury agency code,

  0210        is the account number (four digits for an appropriation and
              six digits for a receipt), and

  1           is the transmittal code.
  ----------- -----------------------------------------------------------

> Also, the name of the account and bureau are shown on the far left
> side of the screen\'s third line.
>
> You may change some amount values while others are protected. The
> system provides you with this information in two ways. The first is
> with a color and the second is with an indicator (\"Cell = \") towards
> the upper right corner of the screen.

  ------------------ ---------------- ------------------------------------
  **Cell=**          **Color**        **Description**

  Data               Black            Unprotected (you enter this amount)

  Protected          Red              Protected (you may not change this
                                      amount; it was calculated by a
                                      formula)

  Formula            Blue             Computed by a formula (you may
                                      override this amount)

  Overridden         Green            Overridden formula (you have changed
                                      this amount)

  ????               C                No change possible
  ------------------ ---------------- ------------------------------------

> Here are some other points to keep in mind regarding the screen:

-   An amount represented by dots (\...\.....) has a value of 0.

-   The schedule in which the cursor bar is located is identified on the
    far left side of the screen\'s fourth line. As you move the cursor
    bar down the screen (i.e., into the next schedule), the schedule
    name on the fourth line changes and is shown in blue.

-   Some menu options are shown in the color gray rather than the normal
    color (black). These options are unavailable to you because the
    action is inappropriate at this time. For example, the option
    FILE-CLOSE will be shown in gray if you do not have an account open.

-   To cancel a menu selection midway, press the ESC key twice.

-   Some menu sub-options contain an ellipsis (\...). The ellipsis means
    there is a dialog box you need to respond to before the system
    carries out your menu request. A dialog box is a means for you to
    convey information to the system. In a dialog box you might make a
    selection from a list, provide parameters, select an option, or make
    a combination of these actions.

![](media/image25.wmf){width="3.875in" height="2.6638888888888888in"}

Changing an Amount

**Instructions**

  ------------ -------------------------------- --------------------------------
  *Step*       When you do this\...             *\...the system does this.*

  1            Position the cursor bar on the   Highlights the amount.
               amount you wish to change.       

  2            Enter your change.               Overwrite the original amount
                                                with the new value.

  3            Press the ENTER key.             

  You can now                                   
  use the                                       
  ARROW keys                                    
  to navigate                                   
  from field                                    
  to field                                      
  on-screen.                                    
  ------------ -------------------------------- --------------------------------

**Notes** You cannot change \"protected\" amounts. These amounts are
shown in red in the MAX Data Entry application.

> If you have overwritten a computed amount with a value of your own and
> want the system to revert to the computed value, do the following:
> Change the amount\'s value to 0 and press the ENTER key. The system
> then automatically recomputes the value using the associated formula.

Deleting an Amount![](media/image26.wmf){width="3.875in"
height="2.6638888888888888in"}

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Position the cursor bar on the   Highlights the amount.
           amount you wish to change.       

  2        Select the EDIT-DELETE option.   Deletes the entire amount value
                                            and replaces it with a value of
                                            0 (which displays as
                                            \"\...\.....\").
  -------- -------------------------------- --------------------------------

**Notes** Deleting an amount removes it and replaces it with a 0.
Deleting an amount does *not* place its value on the MAX clipboard (as
is true with the Cut option).

> You cannot delete \"protected\" amounts. These amounts are shown in
> red in the MAX Data Entry application.

*Before the delete:*

*After the delete:*

Cutting an Amount

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Position the cursor bar on the   Highlights the amount.
           amount you wish to change.       

  2        Select the EDIT-CUT option.      Cuts the entire original amount
                                            and replaces it with a value of
                                            0 (which displays as
                                            \"\...\.....\").
  -------- -------------------------------- --------------------------------

**Notes** Cutting an amount does two things: First, it copies the
amount\'s value to the MAX clipboard. Second, it removes the value and
replaces it with a 0.

You cannot cut \"protected\" amounts, which are displayed in red in the
MAX.

> Any formula that is used to calculate an amount remains untouched
> after you cut the amount.

*Before the cut:*

*After the cut:*

Copying an Amount

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Position the cursor bar on the   Highlights the amount.
           amount you wish to copy.         

  2        Select the EDIT-COPY option.     The entire amount value is
                                            copied and the source amount
                                            remains unchanged.
  -------- -------------------------------- --------------------------------

**Notes** Copying an amount copies the designated value to the MAX
clipboard.

> Any formula that is used to calculate an amount remains untouched
> after you copy the amount.

*Before the copy:*

*After the copy:*

Pasting an Amount

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        After cutting or copying the     Highlights the amount.
           desired amount, position the     
           cursor bar on the amount you     
           wish to change.                  

  2        Select the EDIT-PASTE option.    Pastes the cut/copied amount
                                            value into the target cell and
                                            replaces whatever value may have
                                            been there previously.
  -------- -------------------------------- --------------------------------

**Notes** Pasting an amount places the contents of the MAX clipboard
into the target cell.

You can\'t paste over \"protected\" amounts (i.e., those that display in
red).

*Before the paste:*

*After the paste:*

Adding a Line(s) to an Account

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Position the cursor bar within   
           the schedule to which you plan   
           to add the line(s).              

  2        Select the EDIT-INSERT option.   Displays the Select Valid Value
                                            box.

  3        Click on the line(s) you wish to Highlights the designated line.
           add.                             

  4        Select the Use button.           Inserts the new line(s) in the
                                            proper numerical sequence. The
                                            amounts are initialized to 0
                                            (which displays as
                                            \"\...\.....\"). Prompts you if
                                            additional information is
                                            requiredCsuch as a line number.
  -------- -------------------------------- --------------------------------

**Notes** The system automatically places a new line in the proper
numerical sequence. For example, the system automatically positions line
00.05 after line 00.04.

Regarding the Select Valid Value box:

-   You may de-select (i.e., \"unmark\") a line by clicking on the line
    again.

-   A line without a number means it\'s a header; you cannot select
    this. If you attempt to do so, the system informs you \"Please only
    choose entries which have numbers.\"

-   For each line selected, you may be prompted to:

> \(1\) Provide a line number\--the number typed must agree with the
> format in the pick list (e.g., if the format is \"0x23\", you may
> provide \"0723\", but not \"0864\" \["x" represents any number between
> 0 - 9\]);
>
> \(2\) Type or modify a line title\--The maximum length of any title
> you enter is 64 characters; or
>
> \(3\) Select a title from a list.
>
> \"Line pairs\" are two lines which are inextricably linked in the
> system (i.e., \"Start-of-Year\" and \"End-of-Year\"). When one member
> of the line pair is added via the MAX Data Entry application, the
> system automatically generates the other member of the pair.

![](media/image27.wmf){width="3.875in" height="2.6638888888888888in"}

![](media/image28.png){width="3.875in" height="2.6638888888888888in"}

Inserting a Budget Authority Line(s) to Schedule X

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Position the cursor bar on       
           discretionary budget authority   
           line(s).                         

  2        Select the EDIT-INSERT option.   Displays the Select Valid Value
                                            box.

  3        Select 4300-30 and Budget        Highlights the designated line.
           Enforcement Act category and     
           sub-category you wish to add.    

  4        Enter the Line Sequence Number   Displays BEA lines and outlay
           and Line Title. Select the Use   lines
           button.                          
  -------- -------------------------------- --------------------------------

![](media/image29.png){width="3.5in" height="3.125in"}

Inserting a Schedule

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Select the EDIT-INSERT option.   Displays the first Select Valid
                                            Value box.

  2        Position the cursor bar on the   Highlights the \"New Schedule\"
           \"New Schedule\" option in the   option.
           pick list.                       

  3        Select the Use button.           Displays the second Select Valid
                                            Value box.

  4        Position the cursor bar on the   
           schedule title in the pick list. 

  5        Select the Use button.           Inserts the new schedule in its
                                            proper place in the list of
                                            schedules.

  6        Add detail lines. See the        
           \"Adding a Line(s) to an         
           Account\" module elsewhere in    
           this chapter if you need         
           instructions.                    
  -------- -------------------------------- --------------------------------

**Notes** Regarding the Select Valid Value box:

> \-- You move through the list with the UP/DOWN ARROW keys.
>
> \-- You may make only insert one schedule at a time.

![](media/image30.wmf){width="3.875in" height="2.6638888888888888in"}

![](media/image31.wmf){width="3.875in" height="2.6638888888888888in"}

Deleting a Line(s) From an Account![](media/image32.wmf){width="3.875in"
height="2.6638888888888888in"}

**Instructions**

+----+--------------------------------+--------------------------------+
| *S | *When you do this\...*         | *\...the system does this.*    |
| te |                                |                                |
| p* |                                |                                |
+----+--------------------------------+--------------------------------+
| 1  | Position the cursor bar on the | Highlights the line(s) to be   |
|    | line title of the line you     | deleted.                       |
|    | want to delete.                |                                |
|    |                                |                                |
|    | OR                             |                                |
|    |                                |                                |
|    | Hold down the Ctrl key and     |                                |
|    | click-on several line titles   |                                |
|    | you want to delete.            |                                |
+----+--------------------------------+--------------------------------+
| 2  | Select the EDIT-DELETE option. | Displays a MAX DE box with the |
|    |                                | message: "Line(s) will be      |
|    |                                | deleted. Are you sure?"        |
+----+--------------------------------+--------------------------------+
| 3  | Select the Yes button.         | Deletes the designated line    |
|    |                                | (as well as any associated     |
|    |                                | lines or headings, as          |
|    |                                | applicable).                   |
+----+--------------------------------+--------------------------------+

**Notes**: The system automatically removes other lines as appropriate
when you delete a line(s). Examples:

-   If you delete the line title for a schedule, the system
    automatically deletes all lines in that schedule except when the
    schedule contains locked field.

-   If you delete all lines under a heading, the system automatically
    deletes the heading.

-   If, as the result of your deletions, a total line is not needed, the
    system deletes it.

![](media/image33.png){width="3.5729166666666665in"
height="2.4611111111111112in"}

Cutting a Line

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Position the cursor bar on the   Highlights the line.
           line title you wish to cut.      

  2        Select the EDIT-CUT option.      Displays a MAX DE box with the
                                            message: \"Cutting detail lines.
                                            Are you sure?"

  3        Select the Yes button.           Cuts the line number, line
                                            title, and amounts of the
                                            line(s) you specified to the MAX
                                            clipboard.
  -------- -------------------------------- --------------------------------

**Notes** You can only cut one line at a time. When you cut a line, all
associated lines in the hierarchy are also cut (such as those in the
Budget Authority schedules).

![](media/image34.wmf){width="3.875in" height="2.6638888888888888in"}

Copying a Line

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Position the cursor bar on the   Highlights the line.
           line title you wish to copy.     

  2        Select the EDIT-COPY option.     Copies the line (title and
                                            amounts) to the MAX clipboard;
                                            the source line remains
                                            unchanged.
  -------- -------------------------------- --------------------------------

**Notes** You can only copy one line at a time.

Pasting a Line![](media/image35.png){width="3.873611111111111in"
height="2.522222222222222in"}

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        After cutting or copying the     Closes that account and displays
           desired line, select the         the MAX Data Entry application
           FILE-CLOSE option.               main menu.

  2        Select the FILE-OPEN option.     Displays a list of Accounts.

  3        Position the cursor bar on the   Displays the account.
           account into which you want to   
           paste the line. Then select the  
           Open button.                     

  4        Position the cursor bar on the   Displays the designated schedule
           schedule into which you want to  within the account you
           paste the line.                  specified.

  5        Select EDIT-PASTE option.        Pastes the line number, line
                                            title, and amounts of the
                                            line(s) you specified to the
                                            schedule. The Edit option
                                            remains highlighted on the menu
                                            bar.
  -------- -------------------------------- --------------------------------

**Notes** You can only paste one line at a time.

> If you paste a line *within the same account*, the system only allows
> you to paste it into the same schedule from which you cut or copied
> it. (Normally, this would only be done to re‑sequence lines within a
> given schedule.)

Changing a User-Specified Detail Line Title

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Position the cursor bar on the   Displays the Detail Line Info
           editable line title you wish to  box.
           change. Then press the ENTER     
           key.                             

  2        TAB to the Line Title field.     

  3        Change the title.                

  4        Select the Use button.           Places the revised title on the
                                            line.
  -------- -------------------------------- --------------------------------

**Notes** You can change only certain line titles or portions of line
titles. For example, you can change line titles above 1000 for Schedule
X, but you can only change information within the brackets \[ \] for
line 4200. Other lines may not be changed at all (e.g., 4300).

> The maximum length of any title you enter is 64 characters.

![](media/image36.wmf){width="3.875in" height="2.6638888888888888in"}

Inserting Information in Line Title between brackets

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Position the cursor bar on the   Displays the Detail Line Info
           line title you wish to change.   box.
           Then press the ENTER key.        

  2        Tab to the Line Title field.     

  3        Click on the first letter in the 
           word \[Treas Acct\], \[Text\],   
           or \[Line Text\]                 

  4        Delete the word for example      Displays the revised title.
           "Text" and type in your          
           non-print notation. Do not       
           delete the brackets \[ \].       

  5        Select the Use button.           Places the revised title on the
                                            line.
  -------- -------------------------------- --------------------------------

**Notes** Listed below are the types of information you can insert
between the brackets:

> \[Treasury Acct\] In schedule X, you must indicate where you are
> transferring budget authority or BA balance by typing the 6-digit
> basic account symbol assigned by Treasury Department. (For example, X
> lines 2221, 2222, 4100, 4200, 6100, 6200, 7331, and 7332.
>
> \[Text\] In schedule X, you have the ability to make non-print
> notations on line title to document information reported.

![](media/image37.wmf){width="3.875in" height="2.6638888888888888in"}

Changing Directory![](media/image38.png){width="3.875in"
height="2.6638888888888888in"}

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Select FILE-OPEN option.         Displays a list of accounts and
                                            command button bars at the
                                            bottom of the screen.

  2        Select Chg Dir button.           Displays the Change Data
                                            Directory box.

  3        Select the drive and directory   
           you want.                        

  4        Select the OK button.            Displays a list of accounts in
                                            the directory you specified.
  -------- -------------------------------- --------------------------------

![](media/image39.wmf){width="3.848611111111111in"
height="2.6395833333333334in"}

Copying an Account(s) to another Directory

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Select FILE-OPEN option.         Displays a list of accounts and
                                            command button bars at the
                                            bottom of the screen.

  2        Select the account(s) you want   Highlights the account(s).
           to copy.                         

  3        Select the Copy button.          Presents a Copy Accounts box.

  4        Select the drive and directory   
           you want.                        

  5        Select the OK button.            Displays a MAX A-11 Information
                                            Box with the message: ACopies
                                            Completed.@
  -------- -------------------------------- --------------------------------

![](media/image40.wmf){width="3.848611111111111in"
height="2.6395833333333334in"}

Printing an Account(s)

**Instructions**

  --------------------------------------------------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*
  -------- -------------------------------- --------------------------------
  1        Select FILE-OPEN option.         Displays a list of accounts and
                                            command button bars at the
                                            bottom of the screen.

  2        Select the account(s) you want   Highlights the account(s)
           to print.                        

  3        Select the Print button.         Displays a MAX DE Box with the
                                            message "Account Printing Done."
                                            If you have problems printing,
                                            please check the print-setup.
                                            (See Chapter 4 \-- Print Setup
                                            module)
  --------------------------------------------------------------------------

![](media/image41.png){width="3.9298611111111112in"
height="1.9701388888888889in"}

Deleting an Account(s) on PC/Server

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Select FILE-OPEN option.         Displays a list of accounts and
                                            command button bars at the
                                            bottom of the screen.

  2        Select the account(s) you want   
           to delete.                       

  3        Select the Delete button.        Displays a Delete Confirmation
                                            box.

  4        Select yes, yes to all, no, or   
           cancel.                          
  -------- -------------------------------- --------------------------------

![](media/image42.wmf){width="3.875in" height="2.6638888888888888in"}

Undoing a Single Change

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Immediately after making a       \"Undoes\" (i.e., cancels) the
           mistake performing one of the    last change and returns the
           tasks listed below in the Notes  account to its previous state.
           section. Select the EDIT-UNDO    
           option.                          
  -------- -------------------------------- --------------------------------

**Notes** The EDIT-UNDO option enables you to undo:

\(1\) the last change made to an amount,

\(2\) a cut or paste involving an amount, or

\(3\) an insert or delete involving a line.

> The EDIT-UNDO option cannot be used to undo a change to a title, an
> amount comment, or spendout rates.

*Before the undo:*

*After the undo:*

Saving the Changes Made to Data Within an Account

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        Make your modification(s) as     Saves the changed version of the
           applicable. Select the FILE-SAVE account and leaves it open. The
           option.                          last cell changed is
                                            highlighted.
  -------- -------------------------------- --------------------------------

**Notes** You must upload the account for your changes to be applied to
the MAX database. Follow the instructions presented in the \"Upload an
Account(s) From Your PC to the OMB Host\" module in chapter 2.

![](media/image43.wmf){width="3.875in" height="2.6638888888888888in"}

Closing an Account Without Saving

**Instructions**

  -------- -------------------------------- --------------------------------
  *Step*   *When you do this\...*           *\...the system does this.*

  1        After making any changes to an   Displays a MAX DE box with the
           account you do not want to save, message: \"Save changes to \-\--
           select the FILE-CLOSE option.    before closing?"

  2        Select the No button.            Closes the account without
                                            saving the unwanted changes and
                                            displays the MAX Data Entry
                                            application main menu.
  -------- -------------------------------- --------------------------------

![](media/image44.wmf){width="3.875in" height="2.6638888888888888in"}

***Chapter 4***

***Additional Editing***

This chapter tells you how to perform additional editing tasks
associated with the MAX Data Entry System. (Chapter 3 of this manual
presents basic editing techniques.) This chapter contains the following
modules:

-   Discretionary Outlays

-   Using the Setup Outlay Calculations

-   Copying Outlay Setup Information From the Previous Budgetary
    Resource Line

-   Adding a Comment to an Amount

-   Changing a Comment

-   Deleting a Comment

-   Printing Data from an Account on the PC

-   Print Setup

-   Compare accounts

-   Saving an Account as a New Version

-   Deleting Accounts(s) From the PC

Discretionary Outlays

Instructions

  ------ ------------------------------- ---------------------------------
  Step   When you do this...             ...the system does this.

  1      Enter your budget authority     Creates outlays lines needed
         line by BEA category and        automatically.
         subcategory in schedule X       

  2      Highlight the CY budget         Displays a Setup Outlay
         authority amount and press F7   Calculations box

  3      Enter your spendout rates for   Generates the CY through BY+9
         CY and BY. Click on the "OK"    outlay for new and prior lines.
                                         You also have the option of using
                                         MAX's automatic outlay generation
                                         feature to calculate mandatory
                                         outlays.

  4      Enter your outlays for End of   
         PY Balances                     
  ------ ------------------------------- ---------------------------------

Notes You can alter the discretionary outlays by adjusting either the
BA/limitation or spendout rates.

Using the Setup Outlay Calculations

Instructions

  ------------------------------------------------------------------------
  Step   When you do this\...             \...the system does this.
  ------ -------------------------------- --------------------------------
  1      Select schedule X budget         
         authority line                   

  2      Position the cursor bar on a     Displays the Setup Outlay
         budgetary resource amount (e.g., Calculations box.
         CY amount on line 4300); then    
         select the EDIT-SETUP OUTLAY     
         CALCULATIONS.                    

  3      TAB to the CY row. Enter the CY  Calculates the total for the CY
         spend-out rates (percentages).   spend-out rates for this row
         Then use the TAB key to advance  (which should not total to more
         through the fields in the CY     than \"100%\").
         row.                             

  4      TAB to the BY row. Enter the BY  Calculates the total for the BY
         spend-out rates (percentages).   spend-out rates for this row
         Then use the TAB key to advance  (which should not total to more
         to the fields in the BY row.     than \"100%\").

  5      When you are satisfied with the  Recalculates the amounts for the
         spend-out rates entered, select  outlay lines based on the
         the OK button.                   information entered in the Setup
                                          Outlay Calculations box.
  ------------------------------------------------------------------------

Notes Automatic outlay calculations apply only to discretionary lines in
the BA, Limitations, and Outlays schedules.

![](media/image45.wmf){width="3.875in" height="2.7069444444444444in"}

Copying Outlay Setup Information From the Previous Budgetary Resource
Line

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      Select the BA in Schedule X.     

  2      Position the cursor bar on the   Displays the Setup Outlay
         budgetary resource line you want Calculation box.
         to copy outlay setup information 
         to; then select the EDIT-SETUP   
         OUTLAY CALCULATIONS.             

  3      Select the Copy From Previous    Copies the spend-out rates from
         Line button.                     the previous line.

  4      Select the OK button.            Recalculates the outlays amounts
                                          based on the copied spend-out
                                          rates.
  ------ -------------------------------- --------------------------------

Notes Spendout rates must be used to calculate discretionary outlays,
but you have the option of using spendout rates to calculate mandatory
outlays.

> This function takes outlay calculations from a previous line and
> copies them to a target row (i.e., where the cursor bar is located)
> further down in the account file. Consequently, you must perform this
> function working from top to bottom in the account file. You cannot
> copy outlay calculations \"up\" in the account file.
>
> The Outlay Setup information is applied to subfunction/BEA lines.

Adding a Comment to an Amount

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      With an account file open on     Displays the Cell Comment Editor
         your PC, position the cursor bar box with the cursor in the
         on the amount to which you want  Comment field. (Also displays
         to add a comment. Then select    the applicable line title and
         the EDIT-COMMENT option.         column heading.)

  2      Type in the text of the comment  
         (there is an 80-character        
         limit).                          

  3      Select the Attach button.        Redisplays the account file with
                                          the user-selected amount marked
                                          with an asterisk (\"\*\")
                                          immediately to the right of the
                                          value. This indicates a comment
                                          has been added to this specific
                                          amount value.
  ------ -------------------------------- --------------------------------

Notes Comments can only be attached to amounts. The comment may be up to
80 characters (that is, letters, numbers, or special characters). Any
amount with a comment attached to it will have an asterisk beside it.
There is a maximum of 10 comments per account. Comments you add remain
with the amount when the account is uploaded to the OMB Host.

![](media/image46.wmf){width="3.875in" height="2.6638888888888888in"}

Changing a Comment

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      With an account file open on     Displays the Cell Comment Editor
         your PC, position the cursor bar box with the cursor in the
         on the amount whose comment you  Comment field. (Also displays
         want to change. (Note: The       the applicable line title and
         amount must be marked with an    column heading.)
         asterisk (\"\*\") immediately to 
         the right of the value.) Then    
         select the EDIT-COMMENT option.  

  2      Use a combination of the DELETE, 
         BACKSPACE, and INSERT (for       
         \"typeover\" typing mode) keys,  
         as well as re-typing, to edit    
         the comment text as applicable.  

  3      When you are finished, select    Redisplays the account file with
         the Attach button.               the user-selected amount marked
                                          with an asterisk (\"\*\")
                                          immediately to the right of the
                                          value.
  ------ -------------------------------- --------------------------------

Deleting a Comment![](media/image47.wmf){width="3.875in"
height="2.6638888888888888in"}

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      With an account file open on     Displays the Cell Comment Editor
         your PC, position the cursor bar box with the cursor in the
         on the amount whose comment you  Comment field. (Also displays
         want to delete. (Note: The       the applicable line title and
         amount must be marked with an    column heading.)
         asterisk (\"\*\") immediately to 
         the right of the value.) Then    
         use the EDIT-COMMENT option.     

  2      Select the Delete button.        Redisplays the account file with
                                          the user-selected amount no
                                          longer marked with an asterisk
                                          (\"\*\"). (This indicates a
                                          comment does not exist for this
                                          amount.)
  ------ -------------------------------- --------------------------------

Printing Data From an Account on the PC

Instructions

+----+--------------------------------+--------------------------------+
| St | When you do this\...           | \...the system does this.      |
| ep |                                |                                |
+----+--------------------------------+--------------------------------+
| 1  | With an account open on your   | Displays the Print Account box |
|    | PC, select the FILE-PRINT      | which lists six print options: |
|    | option.                        |                                |
|    |                                | > a\. Account Information      |
|    |                                | >                              |
|    |                                | > b\. Spendout Rates           |
|    |                                | >                              |
|    |                                | > c\. Account Error Listing    |
|    |                                | >                              |
|    |                                | > d\. Treasury Data            |
|    |                                |                                |
|    |                                | e\. Schedules A and S Totals   |
|    |                                |                                |
|    |                                | f\. Account Transfer/Crosswalk |
|    |                                |                                |
|    |                                | g\. Current list of error      |
|    |                                | messages                       |
|    |                                |                                |
|    |                                | h\. Account Changes            |
|    |                                |                                |
|    |                                | i\. All Transmits              |
|    |                                |                                |
|    |                                | j\. Combined Transmit          |
|    |                                |                                |
|    |                                | Only Selected Schedules        |
|    |                                |                                |
|    |                                | Only Selected Years            |
+----+--------------------------------+--------------------------------+
| 2  | Select the desired print       | Places an \"X\" in the squared |
|    | option. (You may select any    | brackets corresponding to the  |
|    | combination of these six       | desired option(s).             |
|    | options.)                      |                                |
+----+--------------------------------+--------------------------------+
| 4  | Select the Print button.       | Sends the user-specified       |
|    |                                | report(s) to print.            |
+----+--------------------------------+--------------------------------+

Notes : You can only print the information from the open account. To
print more than one account, select FILE-OPEN option and highlight the
accounts you want to print and click-on the Print button. You can also
print from the OMB Host. (Refer to the \"Submitting Reports on the OMB
Host\" module in chapter 2.)

> If you make a mistake in marking an option for printing, position the
> cursor bar on that option and click-on it to \"unmark\" it.

![](media/image48.png){width="6.5in" height="4.875in"}

Print Setup

Instructions

  ------------------------------------------------------------------------
  Step   When you do this\...             \...the system does this.
  ------ -------------------------------- --------------------------------
  1      Select FILE-PRINTSETUP.          Displays a Printer Selection
                                          box.

  2      Select your printer and click on Display a Page Setup box with
         the Setup button.                available options. (The dialog
                                          boxes are the same ones you
                                          would see in Windows software)

  3      Select the options desired and   Displays a Printer Selection
         click on the OK button.          box.

  4      Click on the OK button.          
  ------------------------------------------------------------------------

![](media/image49.png){width="4.0in" height="3.0in"}

![](media/image50.png){width="4.0in" height="3.0in"}

![](media/image51.png){width="4.0in" height="3.0in"}

Comparing Accounts

Instructions

+----+-------------------------------+--------------------------------+
| St | When you do this\...          | \...the system does this.      |
| ep |                               |                                |
+----+-------------------------------+--------------------------------+
| 1  | Select the FILE-COMPARE       | Displays the Select Two        |
|    | ACCOUNTS option.              | Accounts to Compare box which  |
|    |                               | lists the accounts available   |
|    |                               | on the system.                 |
+----+-------------------------------+--------------------------------+
| 2  | Select two account files you  | Highlights the accounts.       |
|    | would like to compare.        |                                |
+----+-------------------------------+--------------------------------+
| 3  | Select the Compare button.    | Processes the comparison of    |
|    |                               | the two user-specified         |
|    |                               | accounts and displays the      |
|    |                               | results in the List of Account |
|    |                               | Differences box.               |
+----+-------------------------------+--------------------------------+
| 4  | If the system generates a     | Scrolls through the listing to |
|    | long list, use the UP/DOWN    | display all compared items.    |
|    | ARROW keys to view all the    |                                |
|    | compared items in the list.   |                                |
+----+-------------------------------+--------------------------------+
| 5  | a\. After you have completed  | Exits to the MAX Data Entry    |
|    | viewing the list, select the  | application main menu (with no |
|    | Exit button.                  | account loaded).               |
|    |                               |                                |
|    | OR                            | Prints the comparison listing. |
|    |                               |                                |
|    | b\. Select the Print button   |                                |
|    | if you wish to print the      |                                |
|    | results.                      |                                |
+----+-------------------------------+--------------------------------+

Notes The comparison is line-by-line and includes a brief narrative
description of the differences between the two accounts.

> The system makes its comparisons using copies of the accounts on your
> PC\'s disk drive. This means that if you are editing an account and
> wants it to be one of the two accounts compared; you must use the
> FILE-SAVE option before using the FILE-COMPARE ACCTS option.

![](media/image52.wmf){width="3.875in" height="2.6638888888888888in"}

![](media/image53.wmf){width="3.875in" height="2.6638888888888888in"}

Saving an Account as a New Version

Instructions

+----+--------------------------------+--------------------------------+
| St | When you do this\...           | \...the system does this.      |
| ep |                                |                                |
+----+--------------------------------+--------------------------------+
| 1  | With an account open on your   |                                |
|    | PC, make your modification(s)  |                                |
|    | as applicable.                 |                                |
+----+--------------------------------+--------------------------------+
| 2  | Select the FILE-SAVE AS        | Displays the Save Account As   |
|    | option.                        | New Version box with the       |
|    |                                | version field highlighted.     |
+----+--------------------------------+--------------------------------+
| 3  | Click on the down arrow in the | Displays the choices for       |
|    | version field to see options   | version types: MASTER, Alt 1,  |
|    | available.                     | Alt 2, and Alt 3.              |
+----+--------------------------------+--------------------------------+
| 4  | Select the version type you    |                                |
|    | desire.                        |                                |
+----+--------------------------------+--------------------------------+
| 5  | a\. Select the Save button.    | Saves the changed version of   |
|    |                                | the account and leaves it open |
|    | OR                             | with the last cell changed     |
|    |                                | highlighted.                   |
|    | b\. Select the Save and Close  |                                |
|    | button.                        | Saves and closes the changed   |
|    |                                | version of the account; then   |
|    |                                | displays the MAX Data Entry    |
|    |                                | application with no account    |
|    |                                | loaded.                        |
+----+--------------------------------+--------------------------------+

Notes The accounts in the master version are the official accounts used
to print the budget. Each account can be placed in up to three
alternative versions. Each alternative version serves as a temporary
repository where you can store a copy of an account someone else has
reserved.

> At the start of an exercise, OMB loads master versions with data.
> Also, at the start of an exercise no alternative versions exist
> because they were deleted at the end of the previous exercise.
>
> How might you use the concept of alternative versions? Say you are an
> agency user who reserves and downloads the master version of an
> account on Monday morning. On Tuesday you attempt to upload your
> changes to the OMB Host but find that your examiner changed the
> account on Monday afternoon. You want to place your copy of the
> modified account data on the OMB Host, but not write over your
> examiner\'s changes. What you do is upload the account into the
> account\'s first alternative version. At this time your examiner can
> view the data at his convenience.

![](media/image54.wmf){width="3.875in" height="2.6638888888888888in"}

Deleting Account(s) From the PC

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      Select the FILE-DELETE options.  Displays the Select an Account
                                          to Delete box which lists the
                                          accounts available on your PC.

  2      Use the UP/DOWN ARROW keys to    Scrolls through the listing to
         view all the accounts names in   display all the accounts.
         the list.                        

  3      Select the account(s) you want   Highlights the accounts.
         to delete.                       

  4      Click on the delete button.      Displays a Delete Confirmation
                                          Box.

  5      Select yes, yes to all, no, or   Deletes the user-specified
         cancel.                          account.
  ------ -------------------------------- --------------------------------

![](media/image55.png){width="6.5in" height="4.875in"}

***Chapter 5***

***Reviewing Data***

This chapter tells you how to perform tasks associated with viewing (but
not modifying) account data. This chapter contains the following
modules:

-   Checking Errors For a Schedule or Account

-   Suppressing an error message

-   Suppressing data generation

-   Changing Error message filter

-   Viewing OMB Growth Rates

-   Viewing Transfers

-   Viewing BA and Outlay Summary

-   Viewing Total for Schedule A, S, or C

-   Viewing an Account\'s Treasury Data

-   Viewing Budget Account Level Information

-   Viewing Outlay Calculations

Checking Errors for a Schedule or Account

Instructions

Checking Errors in an Entire Account

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      With an account open on your PC, Displays a list of errors
         select the ERRORS-CHECK ACCOUNT  messages at the bottom of the
         option. You can sort the error   screen.
         messages by schedule or year     
         (ERRORS-SORT ORDER)              

  2      Click-on the error message you   Take you to the schedule and
         want to solve.                   line that triggered the message.

  3      Press F1 button if you want to   Display the formula used in
         see what schedule(s) and line    calculating the error message.
         number(s) were used to calculate 
         the error.                       
  ------ -------------------------------- --------------------------------

Notes When two (or more) lines are cited in an error message, the first
line is the one that triggered the error message.

![](media/image56.png){width="4.116666666666666in" height="3.10625in"}

![](media/image57.png){width="4.108333333333333in" height="3.0875in"}

Suppressing error messages (only for OMB team leaders)

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      Position the cursor bar on the   Displays the message "Do you
         error message you want to        want to exclude edit \#### for
         exclude and right-click your     this account?"
         mouse.                           

  2      If you click-on "Yes" button,    Displays Edit Exclusion Request
         you will need to provide an      box
         explanation.                     

  3      Click-on the "Save" or "Cancel"  
         button and then upload your      
         account.                         
  ------ -------------------------------- --------------------------------

![](media/image58.png){width="6.5in" height="4.875in"}

Suppressing Data Generation

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      With an account open on your PC, Displays a list of data
         select OPTIONS-DG EXCLUSION      generation exclusion.
         REQUEST.                         

  2      Select the data generation       Redisplays the account.
         exclusion and enter an           
         explanation. Click-on the        
         "Submit" button                  
  ------ -------------------------------- --------------------------------

![](media/image59.png){width="6.5in" height="4.875in"}

Changing Error Message Filter

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      With an account open on your PC, Displays the Error Filter box
         select ERRORS-ERROR FILTER       
         option.                          

  2      Select the schedules and the     Redisplays the account.
         years of the error messages you  
         would like displayed. Remember   
         you must uncheck the schedules   
         and years to see all error       
         messages.                        
  ------ -------------------------------- --------------------------------

![](media/image60.png){width="3.8833333333333333in" height="2.9125in"}

Viewing OMB Growth Rates

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      With an account open on your PC, Displays the OMB Growth Rates
         select VIEW-OMB GROWTH RATES     box which lists the civilian
         option.                          pay, military pay, non-pay, etc.

  2      Select the Exit button when you  Redisplays the account.
         have completed viewing the       
         information.                     
  ------ -------------------------------- --------------------------------

![](media/image61.png){width="3.8916666666666666in" height="2.925in"}

Viewing Transfers

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      With an account open on your PC, Displays the Transfers box which
         select VIEW-TRANSFERS option.    lists the transfer information
                                          from the corresponding accounts.

  2      Select the Exit button when you  Redisplays the account.
         have completed viewing the       
         information.                     
  ------ -------------------------------- --------------------------------

![](media/image62.png){width="3.7666666666666666in" height="2.81875in"}

Viewing BA and Outlay Summary

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      With an account open on your PC, Displays the Summary of BA by
         select VIEW-BA and Outlay        BEA Category and outlay
         Summary option.                  information.

  2      Select the Exit button when you  Redisplays the account.
         have completed viewing the       
         information.                     
  ------ -------------------------------- --------------------------------

Viewing Total for Schedules A, S, or C

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      With an account open on your PC, Displays the totals for budget
         select the VIEW-TOTALS FOR       authority and outlays.
         SCHEDULE A, S or C option.       

  2      Use the UP/DOWN and LEFT/RIGHT   Scrolls down and across the
         ARROW keys to view all the       listing to display all the
         totals in the list.              totals associated with the
                                          user-specified line.

  3      Select the OK button when you    Redisplays the account.
         have completed viewing the list. 
  ------ -------------------------------- --------------------------------

![](media/image63.wmf){width="3.875in" height="2.6638888888888888in"}

Viewing an Account\'s Treasury Data

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      With an account open on your PC, Displays the Treasury and FACTS
         select the VIEW-TREASURY DATA    II data, MAX data, and the
         option.                          differences between Treasury and
                                          MAX data.

  2      Select the OK button when you    Redisplays the account.
         have completed viewing the list. 
  ------ -------------------------------- --------------------------------

![](media/image64.wmf){width="3.875in" height="2.6638888888888888in"}

Viewing Budget Account Level Information

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      With an account open on your PC, Displays the budget account
         select the VIEW-BUDGET ACCT      information (Subfunction,
         LEVEL INFO.                      limitation code, GRH code, and
                                          excluded edits.)

  2      Select the OK button when you    Redisplays the account.
         have completed viewing the       
         information.                     
  ------ -------------------------------- --------------------------------

![](media/image65.png){width="6.5in" height="4.875in"}

Viewing Outlay Calculations

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this

  1      With an account open on your PC  Displays the Outlay Calculations
         and with the cursor on an outlay box which list budget authority,
         amount (i.e., number 9xxx) in    spendout rate, and outlay
         Schedule A or S, select the      amounts.
         VIEW-OUTLAY CALCULATIONS option. 

  2      Select the OK button when you    Redisplays the account.
         have completed viewing the       
         information                      
  ------ -------------------------------- --------------------------------

![](media/image66.png){width="4.0in" height="3.0in"}

***Chapter 6***

***Utilities and Miscellaneous Topics***

This chapter tells you how to use some utility functions and
miscellaneous features of the MAX. This chapter contains the following
modules:

-   Viewing a Formula

-   Determining Which Version of the MAX Software You Are Using

-   Restoring Account Data

-   Using the Built-In Calculator

-   Changing Max Configuration

-   Merging receipt accounts

-   Splitting receipt accounts

-   Account Sort Order

-   Importing Data from Lotus 1-2-3 Spreadsheets

-   Exporting Data to Lotus 1-2-3 Spreadsheets

Viewing a Formula

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      Position the cursor bar on a     Displays the formula that was
         formula amount field, select the used to generate the amount.
         HELP-FORMULA option.             

  2      When you have completed reading  Redisplays the MAX Data Entry
         the information, select the Exit application.
         button.                          
  ------ -------------------------------- --------------------------------

Determining Which Version of the MAX Software You Are
Using![](media/image67.wmf){width="3.875in"
height="2.6638888888888888in"}

Instructions

+----+--------------------------------+--------------------------------+
| St | When you do this\...           | \...the system does this.      |
| ep |                                |                                |
+----+--------------------------------+--------------------------------+
| 1  | Select the HELP-ABOUT MAXDE    | Displays the About MAX data    |
|    | option.                        | entry box which contains the   |
|    |                                | following information:         |
|    |                                |                                |
|    |                                | > a\. the present version of   |
|    |                                | > the software                 |
|    |                                | >                              |
|    |                                | > b\. the date this version    |
|    |                                | > came online.                 |
+----+--------------------------------+--------------------------------+
| 2  | When you have completed        | Redisplays the MAX Data Entry  |
|    | reading the information,       | application.                   |
|    | select the OK button.          |                                |
+----+--------------------------------+--------------------------------+

![](media/image68.wmf){width="3.875in" height="2.6638888888888888in"}

Restoring Account Data

Instructions

+----+--------------------------------+--------------------------------+
| St | When you do this\...           | \...the system does this.      |
| ep |                                |                                |
+----+--------------------------------+--------------------------------+
| 1  | If you make modifications to   | Displays the Restore Account   |
|    | an account file you do not     | Data box.                      |
|    | want to save, select the       |                                |
|    | OPTION-RESTORE DATA option.    |                                |
+----+--------------------------------+--------------------------------+
| 2  | Select either Restore Account  |                                |
|    | from Last Saved data or        |                                |
|    | Restore Cells to Calculated    |                                |
|    | Values.                        |                                |
+----+--------------------------------+--------------------------------+
| 3  | Select the Restore button.     | Restores account from last     |
|    |                                | save \-- The system undoes all |
|    |                                | changes made to the account    |
|    |                                | since the last save, including |
|    |                                | line numbers, line titles, and |
|    |                                | amounts.                       |
|    |                                |                                |
|    |                                | Restores cells to calculated   |
|    |                                | values \-- The system remove   |
|    |                                | all overridden values in the   |
|    |                                | account.                       |
+----+--------------------------------+--------------------------------+

Notes This function is equivalent to closing (without saving) and
re-opening the account.

![](media/image69.wmf){width="3.875in" height="2.6638888888888888in"}

Using the Built-In Calculator

Instructions None

Notes The Data Entry application permits you to access the Windows
calculator installed on your PC. Different users may have different
calculators; consequently, detailed instructions are not provided in
this module. For more information, see the instructions that came with
your calculator (e.g., its online help).

> At this time, you can\'t copy a value from the calculator into an
> account amount. However, this feature is planned for a future release
> of the Data Entry application.

Changing MAX Configuration

Instructions

+----+--------------------------------+--------------------------------+
| St | When you do this\...           | \...the system does this.      |
| ep |                                |                                |
+----+--------------------------------+--------------------------------+
| 1  | Select the                     | Displays PC MAX Configuration  |
|    | OPTIONS-CONFIGURATION.         | box which lists selected       |
|    |                                | options.                       |
+----+--------------------------------+--------------------------------+
| 2  | PERSONAL DIRECTORIES           | Default                        |
|    |                                |                                |
|    | Enter Information on:          | C:\\TEMP\\SYSTEM               |
|    |                                |                                |
|    | \-- System Directory           | C:\\TEMP\\USER                 |
|    |                                |                                |
|    | \-- User Directory             | C:\\TEMP\\DATA                 |
|    |                                |                                |
|    | \-- Data Directory             |                                |
+----+--------------------------------+--------------------------------+
|    | USER OPTIONS                   |                                |
|    |                                |                                |
|    | Enter Information on:          |                                |
|    |                                |                                |
|    | \-- Display options            |                                |
|    |                                |                                |
|    | Sort Error By                  |                                |
|    |                                |                                |
|    | Font Size                      |                                |
|    |                                |                                |
|    | Background                     |                                |
|    |                                |                                |
|    | \-- Ask before downloading     |                                |
|    | table updates                  |                                |
|    |                                |                                |
|    | \-- Print on Selected Years    |                                |
|    |                                |                                |
|    | \-- Turn on Time Automatic     |                                |
|    | Backup                         |                                |
|    |                                |                                |
|    | \-- Turn off "No Errors" sound |                                |
|    |                                |                                |
|    | \-- Default Exercise           |                                |
+----+--------------------------------+--------------------------------+
| 4  | SETUP Printer                  | Displays selected printer      |
+----+--------------------------------+--------------------------------+
| 5  | a\. To save your new           | Writes your new system         |
|    | parameters for this            | parameter changes to disk.     |
|    |                                |                                |
|    | and future interactive         | Uses the new system parameter  |
|    | sessions, select               | values for the remainder of    |
|    |                                | this particular interactive    |
|    | the Save button.               | session only.                  |
|    |                                |                                |
|    | OR                             |                                |
|    |                                |                                |
|    | b\. To use your new parameters |                                |
|    | for the                        |                                |
|    |                                |                                |
|    | remainder of this session, but |                                |
|    | not                            |                                |
|    |                                |                                |
|    | write your changes to disk,    |                                |
|    | select                         |                                |
|    |                                |                                |
|    | the Use button.                |                                |
+----+--------------------------------+--------------------------------+

![](media/image70.png){width="4.0in" height="3.0in"}

Merging Receipt Accounts

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      After you have download to your  Displays a Merge Receipts
         PC all the receipts accounts you Parameter box.
         would like to merge, select      
         OPTION-MERGE RECEIPT ACCOUNTS    
         option.                          

  2      Select the exercise and version. 

  3      Select the OK button.            Displays a MAX A-11 Information
                                          box with the message: "Merged \#
                                          receipt accounts."

  4      Select the OK button.            
  ------ -------------------------------- --------------------------------

Notes: Once you have merged all your receipt accounts, you can either
edit the merged account using the MAX A-11 application or export the
merged account into Lotus.

![](media/image71.wmf){width="3.875in" height="2.6638888888888888in"}

Splitting Receipt Accounts

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      Select OPTIONS-SPLIT RECEIPT     Displays a Split Receipts
         ACCOUNTS option                  Parameters box.

  2      Select the exercise and version. 

  3      Select the OK button.            Display a MAX A-11 User Query
                                          Box with the message: "This will
                                          replace the data in all
                                          PB2007-MASTER receipt accounts -
                                          Do you wish to continue?"

  4      Select yes or no.                Display a MAX A-11 Information
                                          box with the message: "Split \#
                                          receipt accounts."
  ------ -------------------------------- --------------------------------

![](media/image72.wmf){width="3.875in" height="2.6638888888888888in"}

Account Sort Order

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      Select OPTIONS-ACCOUNT SORT      Displays a list of schedules for
         ORDER option                     an exercise.

  2      Select the exercise. Click-on    
         the schedule name and drag it to 
         your desire sequence.            

  3      Select the SAVE button. If you   Any accounts you download or
         want the default budget          open will be displayed in that
         sequence, select the DEFAULT     selected sequence.
         button.                          
  ------ -------------------------------- --------------------------------

![](media/image73.png){width="6.5in" height="4.875in"}

Importing Data From Lotus 1-2-3 Spreadsheets

Instructions

  ------------------------------------------------------------------------
  Step   When you do this\...             \...the system does this.
  ------ -------------------------------- --------------------------------
  1      Select the FILE-IMPORT LOTUS.WK1 Displays the Import Account box.
         option.                          

  2      Select the drive, directory, and 
         filename from where you want to  
         import.                          

  3      Select the Open button.          Imports the account and opens
                                          the file.

  4      Select the FILE-SAVE options.    Saves the imported file,
                                          including any editorial changes
                                          you may have made.
  ------------------------------------------------------------------------

Notes Restrictions to keep in mind regarding this system function:

> All data must originate on the OMB Host. Put another way, you can\'t
> import a spreadsheet that you initially created on the PC.
>
> You can\'t import data to the Data Entry application without
> previously having exported it from the Data Entry application. Put
> another way, any account you import must already exist on your PC.
>
> You can only change amount values in Lotus; you can\'t make changes
> that would result in the addition or deletion of lines when the data
> are imported into the account. For example, you can\'t insert a line
> in Lotus 1-2-3 and then import the change into an account.
>
> Changes made in Lotus are applied only when the user saves the
> account. That\'s why using the FILE-SAVE option is included in the
> instructions subsection above.

![](media/image74.png){width="4.0in" height="3.0in"}

![](media/image75.png){width="4.0in" height="3.0in"}

Exporting Data to Lotus 1-2-3 Spreadsheets

Instructions

  ------ -------------------------------- --------------------------------
  Step   When you do this\...             \...the system does this.

  1      After making changes to an       Displays the Save As box.
         account on the MAX Data Entry    
         application (and with that       
         account still open), select the  
         FILE-EXPORT LOTUS.WK1.           

  2      Select the path (drive,          
         directory, and filename) to      
         where you want the file          
         exported.                        

  3      Select the Save button.          Exports (i.e., writes) the
                                          account to the path/filename you
                                          specified.
  ------ -------------------------------- --------------------------------

Notes When you export an account, you must provide a name for the file
into which the system will place its data. The default filename is
PCMAX.xxx (where xxx is WK1 for a Lotus file). You may change the
default filename to one of your own. The file can be on the hard drive
(e.g., C:\\LOTUS\\FEBDATA) or a floppy (e.g., A:\\FEBDATA). If the
filename already exists, the system gives you the option to overwrite
the existing file. Regardless of what you name the file, its data will
be in .WK1 format.

Restrictions to keep in mind regarding this system function:

> All data must originate on the OMB Host. Put another way, you can\'t
> export a spreadsheet that you initially created on the PC.
>
> You can only change amount values in Lotus; you can\'t make changes
> that would result in the addition or deletion of lines when the data
> are imported into the account. For example, you can\'t insert a line
> in Lotus 1-2-3 and then export the change into an account.

![](media/image76.wmf){width="3.875in" height="2.6638888888888888in"}

![](media/image77.png){width="4.0in" height="3.0in"}