STATE TRUNKLINE UPDATE

When you’re ready to run your State Trunkline program, click GEN LEDGER, then select State Trunkline Update. You will see a screen with several items to be filled in and several buttons to do the computations. The information to be filled in is "stored in memory" so that most items (such as County Number) do not have to be entered every time.

 Field Name Information to be Entered

 County Number Your 2 digit county number

 District Number Your district number

 Bill Number The bill number you are producing for the state. Used in naming the State Trunkline data file.

 Fiscal Year The 4-digit year (i.e. 2002).

 Maintenance Account Nbr Usually A517. This is the level 3 account number

 Non-Maintenance Account Nbr Usually A518. This is the level 3 account number

 Report Date The date you want printed on the report

 Year Start Date The effective date of the first posting in ‘this year’. The first postings can be in December of the previous calendar year.

 Start Date The starting date for posting in the current period

 End Date The ending date for posting in the current period

 Leave and Benefits Pct A percentage. 60% is entered as 60 or 60.0 or 60.00

 Seasonal Leave and Benefit Pct A percentage. 0% is entered as 0 or 0.0 or 0.00

 Overhead Pct A percentage. 25.3% is entered as 25.3 or 25.30

State Trunkline Update Buttons

Several buttons make HMS produce the State Trunkline reports and data file.

 Button Name Button Description/Function

 Maintain Trunkline Budgets Similar to the Beta program, CVRMAINT, where activities are set up with descriptions and both state and local budgets.

 Update State Trunkline Totals Processes all the data for the year and the current period and produces totals so that you can verify all data is correct. You may click this (and all the other buttons) as many times as you wish. There is no need in HMS to ‘zero out’ to start a new period. After clicking this button, you can also inspect the totals for any activity by clicking the Maintain Trunkline Budgets button.

 Send Address Information If checked this simply includes your latest address in the data file produced to be sent to the state. It only needs to be checked if your address has changed.

 Make Entries for 181 and 187 Check mark this box if you need these entries to be made.

 Produce Trunkline Billing File This performs the same function as Update State Trunkline Totals but, in addition, it produces the State Trunkline Billing file. This file will be created in the same directory as the HMS executable file (PROGRAM FILES>COGITATE INCORPORATED>HMSSQL) and is named something like 620402.002.   

  The file name is broken down as follows: Your 2-digit county number, the 2-digit month, the 2-digit year, a period, and the bill number. This procedure can be rerun as necessary. If a bill file already exists, you will receive a warning.

 Display Totals From Billing File This displays the totals from the newly-produced billing file. This is simply used for verifying that the billing file was created correctly.

 State Trunkline Reports There are several State Trunkline reports that can be prepared. These reports get most of their ‘parameter’ information from the State Trunkline Update dialog screen, so it is not necessary to enter low and high dates, etc.

 Cancel Used to exit the State Trunkline Update program.

Trunkline Error Messages

There are several conditions that may be encountered while producing the reports. These may occur while processing the Update State Trunkline Totals or by the Produce Trunkline Billing Files. In all cases you should correct the error condition and try the function again.

Error, the Account 201-0-A517-x-y-z does not have a GLAcct entry, assuming Bill Type of M (Maintenance).

Each transaction must be classified as to its Bill Type. Valid Bill Types are ‘M’, ‘T’, ’G’, ‘N’, ‘L’, or ‘R’. These are validated against the 7-level account number in the Account Maintenance program. The proper letter must be entered in the ‘Misc.’ field. If it is incorrect, HMS assumes that the Bill Type is ‘M’ and continues.

Error, the Inventory Code abcdefg does not exist in the Inventory table, will stop processing.

An inventory code was referenced in an inventory (SOE = "INV") transaction that does not exist. Click INVENTORY, select Inventory Maintenance, and set it up or find and correct the specific inventory transaction that has the incorrect inventory code. Processing will continue but the inventory information in the bill file will be incomplete.

Error, the Name Record T/LRDCOMM which holds this Road Commission’s address does not exist. Cannot send Address Information

You have checked the Send Address Information box, but there is no road commission address information in Address Maintenance under the code T/LRDCOM. Click GEN LEDGER, select Address Maintenance, and set it up. Then rerun the function. Processing will continue, but the bill file will not contain the address information.

Error, the Vendor abcde does not exist. The Trunkline Bill file may not be valid.

An Accounts Payable transaction has been encountered that has an invalid Vendor Code. Find and fix the transaction (in SOE "AP") or set up the vendor by clicking ACCTS PAYABLE, then selecting Vendor Maintenance. Processing will continue, but the created billing file may be incorrect.

Error, the Employee xyz does not exist. The Trunkline Bill file may not be valid.

A Payroll transaction has been encountered that has an invalid Employee. Find and fix the transaction (in SOE "PR") or set up the employee by clicking PAYROLL and selecting Employee Maintenance. Processing will continue, but the created billing file will be incorrect.

Error, the Account 201-0-A517-w-x-y-z does not have a GLAcct entry. The Trunkline Bill file may not be valid.

The 7-level account number on a transaction does not exist in Account Maintenance. Click GEN LEDGER, select Account Maintenance, and set it up. This error is found when looking for Traffic Signal Numbers and percentages.

Error, the Account 201-0-A517-x-y does not have a GLAcct entry. The Trunkline Bill file may not be valid.

This 5-level account number on a transaction does not exist in Account Maintenance. Click GEN LEDGER, select Account Maintenance, and set it up. This error is found when looking for Route Section or Rest Area information.

Update State Trunkline Totals

This button processes all the data for the year and the current period and produces totals so that you can verify all data is correct. You may click this (and all the other buttons) as many times as you wish. There is no need in HMS to ‘zero out’ to start a new period.

There are several possible error conditions that HMS may encounter while processing this information. Refer to the above Error Messages for an explanation of the errors you may receive. If you receive them, exit from the State Trunkline Update dialog screen and correct the problem using the method suggested. After making the necessary corrections, click GEN LEDGER, select State Trunkline Update, and retry.

Produce Trunkline Billing File

This button performs the exact same function as Update State Trunkline Totals but, in addition, it produces the State Trunkline Billing file. This file will be created in the same directory as the HMS executable file (typically, C:\COGITATE APPS\HMSSQL) and is named something like 620402.002.

The file name is broken down as follows:

 • 2-digit county number

 • 2-digit month

 • 2-digit year

 • A "period" (.)

 • Bill Number

This procedure can be rerun as necessary. If a bill file already exists, you will receive a warning asking if you want to overwrite the existing file. If you do, simply click the YES button; otherwise, click the NO button.