Adding Patron Funds

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

  2. Enter Fund Name. Note that the Fund Name must be unique

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 Jeffrey, Jim; 2006-7 Anderson, Fiona; 2005-6 Jeffrey, Jim 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 ‘Patron’ from the Type pop-up list.

  3. Enter a user id in the User Id text box and click [Tab] or enter part of the user id and click on the Magnifying Lookup icon  to return a filtered list of users that match the value enter. Alternatively, click on the magnifying glass without entering any terms to retrieve the full list of places. Locate and double-click on the correct user

    1. The system will generate a prompt to create a new user if the user id entered does not exist. Click YES and create a new patron record OR Click NO and enter an alternative user id

    2. Where the user id exists the associated user name is displayed in the Name text box.

  4. 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. Enter any Notes as required

  2. Click the save icon on the toolbar to save the Budget record. The system will generate a prompt to save if you try to add an allocation without saving the budget record

  3. Right mouse click on the Allocations summary window and select ‘Add Allocation’. The Budget Allocation screen is displayed

  4. Click on the adjacent calendar icon to enter the Date Allocated. The system generates the Date Allocated as today’s date

  5. Enter the Amount allocated. Do not enter a currency symbol

  6. Enter any Notes as required

  7. Close and Save the Budget Allocations screen. Each amount allocated to the fund is listed in the Allocation window

  8. Check Exclude from Budget Totals if the fund is managed separately from the overall information service budget. The Total column will disappear

  9. 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, less any amounts spent

  10. 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 information service 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 information service budget.

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

The system also calculates a amounts Available against This Fund and the Total budget by subtracting the Spent and Committed funds from the Allocated amounts.

  1. The system displays a summary of orders processed against this fund in the Orders summary window

  2. Close and save the Budget screen