Viewing File Status

This portion of the application allows users to view extensive details about Budget files submitted to ADE's Budget system.

Step 1. Click on the Submitted File Status link from any page within the application as shown below.

Users may determine which data will be displayed and how it will appear on the Submitted File Status screen by selecting desired criteria using the options on the screen. Refer to the table below for details on the fields appearing on the initial screen.

Step 2. Click on the appropriate submission date option to determine the time frame during which the submissions were made. This is necessary since the system and file contents have changed.

Step 3. Choose data to be viewed on the Submitted File Status screen. This screen allows users to narrow the amount and types of data displayed. (Refer to the table below for field descriptions.) OR - To simply use the default selections, proceed to Step 3.

Step 3a. Display Options - The columns displayed default to how they have been displayed in the past. Click on the Display Options link to alter the columns to be displayed.

Step 3b. Basic Search Options - Data selection may consist of using the primary fields appearing on this initial screen as shown below. The user may utilize one or more available drop-down boxes as desired. (NOTE: Options are restricted for submissions made prior to 1/6/2002.)

Step 3c. Advanced Search Options - To further narrow data displayed, click on the Search Filter link. (NOTE: This functionality may only be used for submissions made after 1/6/2002.) The primary fields appearing on the initial screen may be automatically updated if determined in the Search Filter options. The primary fields shown below may then also be used to further limit the display.

Step 4. Click Go! at the bottom of the screen. The Submitted File Status screen the displays data according to criteria specified.

FIELD NAMES ON INITIAL SCREEN	DESCRIPTION
Submissions made prior to 05/25/2002	Narrows the selection to files submitted prior to the designated date. (NOTE: When this selection is made, other options on the screen are automatically limited. This is due to variations in data previously collected.)
Submissions made after 05/25/2002	Narrows the selection to files submitted after the designated date. In general, such files contain more information than older files.
Display Options (link)	Users may structure the layout of the Budget Submitted File Status screen by selecting which columns of data will be displayed. Selected column configurations are saved as the default for this login until options are changed.
Search Filter (link)	Allows advanced search options and different combinations of values to filter the items displayed on the Budget Submitted File Status screen. (NOTE: This functionality may only be used for submissions made after 1/6/2002.)
Date Range	Today: Narrows to those files submitted since 12:00 am MST of the current day. Yesterday: Includes submissions made within the 24 hours prior to 12:00 am MST of the current day Week to Date: Includes submissions made within the last seven calendar days, including the current day. Month to Date: Includes submissions made within the last four consecutive calendar weeks. Year to Date: Includes submissions made within the last 12 consecutive calendar months. All: Option which includes all files regardless of submission date. User Defined: Option automatically set if user sets search criteria under the Search Filter link option in the Uploaded Data Range fields.
Fiscal Year	User may select to display data from All Years, which does not narrow to a specific year, or to display data from a specific year.
Type	User may select the certain types of budget files and versions to display or All Types to view all budget files submitted. (NOTE: Budget type and version options vary by fiscal year.) Click here to read more about specific budget types and versions.
Rows / Page	User may choose 10, 20, 50, or 100 rows of data to appear on each Budget Submitted File Status screen.
Go!	After the appropriate selections are made, the user finally clicks on this button to then view the Submitted File Status screen according to criteria specified.

Step 5. View the status of submitted budget files. The image below displays the Submitted File Status screen; however, only certain columns are shown. The subsequent table provides descriptions of all possible columns.

COLUMN NAME	DESCRIPTION
School/District Name	Lists the name of the organization according to either the login information provided or according to the selection made using the Districts/Charters Selection function in the main Budget toolbar.
CTDS	Number assigned by ADE to identify the selected educational organization. This number is made up of intelligent county, type, district, and school codes.
Upload Date	Date the specific file was uploaded to ADE. Most recent upload dates are listed first.
Upload Time	Time the specific file was uploaded to ADE. Most recent upload times are listed first.
Fiscal Year	Fiscal year to which the data pertain within the submitted file. The fiscal year designated by the submitter is displayed even if it was not the correct fiscal year for the submitted file.
Submission Type	Type of Budget file submitted.
File Name	Name determined and assigned by the submitter for the budget file.
Ref.	Unique number automatically generated by the Budget system for any attempted Budget file submission. This number is used in all portions of the application to refer to a specific submission.
Activity Description	Describes the system activity occurring related to processing the submitted file. Click here to view detailed activity descriptions.
Report Link	Link allows user to view actual reports related to the submitted file. This link is only displayed when a file is processed successfully.
Submitter Name	Actual name of the individual which corresponds with ADE's current Common Logon user account information for the specific organization which submitted the file.
Updated Date	Calendar date in which the most recent system action is completed on the submitted file. The Activity Description column displays the completed activity.
Updated Time	Actual time in which the most recent system action is completed on the submitted file (e.g., file rejection). The Activity Description column displays the completed activity.

Viewing Submitted File Status