Allocating Amounts to Funds

You can allocate money to a Budget fund from the Budget full record screen:

Select the Expenditure tab screen
Right mouse click on the Allocation summary window on the right side of the Budget screen and select Add Allocation. The Budget Allocation screen is displayed
The system generates the Date Allocated as today’s date. Enter an alternative date in dd/mm/yyyy format or click the Calendar icon to select a date
Enter the Amount allocated to the Fund (without punctuation)
Enter Notes for the allocation as required (optional)
Close and save
Each amount allocated to the fund is listed in the Allocation summary window
The This Fund column is populated with the amount Allocated and Available. The Available amount is automatically calculated by the system as a total of all allocations to this Fund
The Total Allocated and Available amounts are also updated to reflect the additional allocation. The Total is calculated as the total of all active allocations that share the same the Start Date and End Date range. This aggregation represents the total Library Budget

When an Order is paid against This Fund, the system automatically updates amounts Spent against This Fund in the Budget record. The system also updates the monetary implications for the Total Library Budget

Similarly, when monies allocated against This Fund are unpaid, the system automatically updates amounts Committed against and the Total Library budget

Amounts Available against This Fund and the Total Library Budget are calculated by the system by subtracting the Spent and Committed funds from the Allocated amounts

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