Adding Funds

  1. Select FILE>New>Budget. The Add Budget screen is displayed

  2. Enter Fund Name

Tips:

  • Fund Name must be unique. The system will return an access violation error ‘Cannot insert duplicate key row in objects ‘FUNDS’ with unique index’ if the same fund name already exists.

  • Fund names are typically created in the format 2006-7 Monographs, 2006-7 Serials, 2005-6 Monographs etc. In this way, a record of expenditure and revenue is retained for each financial year.

  1. Enter your name or initials in Created By (optional)

  2. Select the type of fund from the Type pop-up list

Type

Meaning

Library

Used for funds established for the purchase of library/information service material

Other

Miscellaneous funds

Patron

Used for monetary allocations provided to individual patrons for local expenditure on information/research materials and services.

 

Tip:

  • Refer to Adding Patron Funds for more information about creating funds with a fund Type of ‘Patron’.

  1. Enter Start Date and End Date in dd/mm/yyyy format or click the Calendar icon to select a date

Tip:

  • The Fund is only active between the fund Start Date and End Date. Only active funds are available for use when processing orders and payments.

  1. The Total column is populated with the total Allocated, Spent, Committed and Available amounts for all active funds i.e., where the current date is between the Start Date and End Date the fund

  2. Check Exclude from Budget Totals if the Fund is managed separately from the overall Library budget. The Total column will disappear when the Exclude from Budget Totals checkbox is checked

  3. Enter Notes as required (optional)

  4. The next step is to allocate an amount to the fund