replace screenshots
[sitka/doc/acquisitions.git] / admin / admin-acq-funding.xml
CommitLineData
e81dc611
RJ
1<?xml version='1.0' encoding='UTF-8'?>\r
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="admin-acq-funding">\r
4 <info>\r
5 <title>Funding Sources</title>\r
6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
ad39aef9
JP
16 <para>In the funding sources interface you can create funding sources, allocate credit to funding sources, and apply credit to funds. Funding sources \r
17allow you to specify the sources that contribute monies to your fund(s), such as your municipal government, grants, and donations. \r
18You can create as few or as many funding sources as you need. </para>\r
e81dc611 19\r
e9d540c5
C
20<para>Funding sources are not tied to fiscal or calendar years, but since any unspent money is returned to the funding source during the year end process Support \r
21recommends that you create new funding sources for each year. To distinguish the funding sources from year to year, best practice is to include the year in the funding source name and code. \r
22Example City of Fiction 2015, COF2015.\r
23</para>\r
e81dc611 24\r
ad39aef9
JP
25</abstract>\r
26 \r
27\r
28 </info>\r
e81dc611
RJ
29\r
30\r
ad39aef9 31<section xml:id="create-funding-source">\r
e81dc611 32<title>Create a Funding Source</title>\r
ad39aef9 33<para>Funding sources should be created for each source your library receives collection funding from.</para>\r
e81dc611
RJ
34\r
35<procedure>\r
36<step>\r
37<informalfigure>\r
dd0d6fe4
CB
38<para>Select <menuchoice>\r
39 <guimenu>Admin</guimenu>\r
e02d25a0 40 <guisubmenu>Acquisitions Administration</guisubmenu>\r
dd0d6fe4
CB
41 <guimenuitem>Funding Sources</guimenuitem>\r
42 </menuchoice>.</para>\r
e81dc611
RJ
43<para><mediaobject>\r
44<alt>screenshot of funding sources</alt>\r
45\r
46<imageobject>\r
dd0d6fe4 47<imagedata fileref="media/create-funding-1.png" scalefit="0"></imagedata>\r
e81dc611
RJ
48</imageobject>\r
49</mediaobject></para>\r
50</informalfigure>\r
51</step>\r
52\r
53<step>\r
54<informalfigure>\r
55<para>Click <guibutton>New Funding Source</guibutton>.</para>\r
56<para><mediaobject>\r
57<alt>screenshot of funding sources</alt>\r
58\r
59<imageobject>\r
dd0d6fe4 60<imagedata fileref="media/create-funding-2.png" scalefit="0"></imagedata>\r
e81dc611
RJ
61</imageobject>\r
62</mediaobject></para>\r
63</informalfigure>\r
64</step>\r
65\r
66<step>\r
67<informalfigure>\r
68<para>Enter a <guilabel>Funding Source Name</guilabel>. There is no limit to the number of characters that can be entered in this field.</para>\r
69<para><mediaobject>\r
70<alt>screenshot of funding sources</alt>\r
71\r
72<imageobject>\r
73<imagedata fileref="media/create-funding-3.png" scalefit="0"></imagedata>\r
74</imageobject>\r
75</mediaobject></para>\r
76</informalfigure>\r
77</step>\r
78\r
79<step>\r
80<para>Select an <guilabel>Owner</guilabel> from the drop down menu. The owner indicates the organizational unit(s) whose staff can use this funding source. \r
81If a multi-branch library system is made the owner of a funding source, then users with appropriate permissions at the branches can also use the funding source.</para>\r
82</step>\r
83\r
84<step>\r
85<para>Create a unique <guilabel>Code</guilabel> for the source. There is no limit to the number of characters than can be entered in this field.</para>\r
86</step>\r
87\r
88<step>\r
89<para>Select a <guilabel>Currency</guilabel> from the drop down menu.</para>\r
90</step>\r
91\r
92<step>\r
93<informalfigure>\r
94<para>Click <guibutton>Save</guibutton>.</para>\r
95<para><mediaobject>\r
96<alt>screenshot of funding sources</alt>\r
97\r
98<imageobject>\r
99<imagedata fileref="media/create-funding-4.png" scalefit="0"></imagedata>\r
100</imageobject>\r
101</mediaobject></para>\r
102</informalfigure>\r
103</step>\r
104\r
105</procedure>\r
ad39aef9 106</section>\r
e81dc611 107\r
ad39aef9 108<section xml:id="edit-funding-source">\r
e81dc611
RJ
109<title>Edit a Funding Source</title>\r
110\r
ad39aef9
JP
111<para>While you are able to edit your funding source's name, owner, code, and currency, you are unable to edit the balance of your funding source. The balance of a \r
112funding source can only be altered by <link linkend="apply-credit">applying credit to the funding source</link> or \r
113<link linkend="allocate-credit-funding-source">allocating credit from the funding source to a fund</link>.</para>\r
114\r
115<caution><para> Editing the currency of an active in use funding source is not recommended as it can have serious consequences.</para></caution>\r
e81dc611
RJ
116\r
117<procedure>\r
118<step>\r
119<informalfigure>\r
dd0d6fe4
CB
120<para>Select <menuchoice>\r
121 <guimenu>Admin</guimenu>\r
e02d25a0 122 <guisubmenu>Acquisitions Administration</guisubmenu>\r
dd0d6fe4
CB
123 <guimenuitem>Funding Sources</guimenuitem>\r
124 </menuchoice>.</para>\r
e81dc611
RJ
125<para><mediaobject>\r
126<alt>screenshot of funding sources</alt>\r
127\r
128<imageobject>\r
dd0d6fe4 129<imagedata fileref="media/create-funding-1.png" scalefit="0"></imagedata>\r
e81dc611
RJ
130</imageobject>\r
131</mediaobject></para>\r
132</informalfigure>\r
133</step>\r
134\r
135<step>\r
136<informalfigure>\r
ad39aef9 137<para>Double-click on the row you would like to edit. A pop-up box will appear in which you can edit fields.</para>\r
e81dc611
RJ
138<para><mediaobject>\r
139<alt>screenshot of funding sources</alt>\r
140\r
141<imageobject>\r
0270d65e 142 <imagedata fileref="media/edit-funding-1.png" width="100%" scalefit="1"></imagedata>\r
e81dc611
RJ
143</imageobject>\r
144</mediaobject></para>\r
145</informalfigure>\r
146</step>\r
147\r
148<step>\r
149<informalfigure>\r
150<para>Make your changes and click <guibutton>Save</guibutton>.</para>\r
151<para><mediaobject>\r
152<alt>screenshot of funding sources</alt>\r
153\r
154<imageobject>\r
5d3dd61c 155 <imagedata fileref="media/edit-fundingsource-2.png" scalefit="0"></imagedata>\r
e81dc611
RJ
156</imageobject>\r
157</mediaobject></para>\r
158</informalfigure>\r
159</step>\r
160</procedure>\r
161\r
ad39aef9
JP
162<note><para>It is also possible to delete a funding source by checking the box of the funding source you wish to delete and clicking <guibutton>Delete Selected</guibutton>.</para>\r
163<para>A Funding Source can only be deleted if no credit has been applied to it.</para></note>\r
e81dc611 164\r
ad39aef9
JP
165</section>\r
166\r
167<section xml:id="apply-credit">\r
e81dc611
RJ
168<title>Apply Credits to a Funding Source</title>\r
169\r
170<caution><para>Once a funding source has credit applied to it it cannot be deleted. Ensure you apply the correct amount of credit to each funding source \r
ad39aef9 171as there is no way in the staff client to edit the amount applied.</para>\r
e81dc611
RJ
172<para>In the event that an incorrect amount is allocated to a funding source, please submit a ticket to Sitka Support that includes the name of the funding source and \r
173the incorrect amount that has been allocated.</para></caution>\r
174\r
175<procedure>\r
176<step>\r
177<informalfigure>\r
dd0d6fe4
CB
178<para>Select <menuchoice>\r
179 <guimenu>Admin</guimenu>\r
e02d25a0 180 <guisubmenu>Acquisitions Administration</guisubmenu>\r
dd0d6fe4
CB
181 <guimenuitem>Funding Sources</guimenuitem>\r
182 </menuchoice>.</para>\r
e81dc611
RJ
183<para><mediaobject>\r
184<alt>screenshot of funding sources</alt>\r
185\r
186<imageobject>\r
187<imagedata fileref="media/create-funding-1.png" scalefit="0"></imagedata>\r
188</imageobject>\r
189</mediaobject></para>\r
190</informalfigure>\r
191</step>\r
192\r
193<step>\r
194<informalfigure>\r
195<para>Click on the hyperlinked name of the funding source you would like to apply credit to. This takes you to the <guilabel>Funding Source Details</guilabel> screen.</para>\r
196<para><mediaobject>\r
197<alt>screenshot of funding sources</alt>\r
198\r
199<imageobject>\r
0270d65e 200 <imagedata fileref="media/apply-credit-funding-1.png" width="100%" scalefit="1"></imagedata>\r
e81dc611
RJ
201</imageobject>\r
202</mediaobject></para>\r
203</informalfigure>\r
204</step>\r
205\r
206<step>\r
207<informalfigure>\r
208<para>Click <guibutton>Apply Credit</guibutton>.</para>\r
209<para><mediaobject>\r
210<alt>screenshot of funding sources</alt>\r
211\r
212<imageobject>\r
0270d65e 213 <imagedata fileref="media/apply-credit-funding-2.png" width="100%" scalefit="1"></imagedata>\r
e81dc611
RJ
214</imageobject>\r
215</mediaobject></para>\r
216</informalfigure>\r
217</step>\r
218\r
219<step>\r
ad39aef9 220<para>Enter the amount to apply to this funding source.</para>\r
e81dc611
RJ
221</step>\r
222\r
223<step>\r
224<para>Enter a note. This field is optional.</para>\r
225</step>\r
226\r
227<step>\r
228<informalfigure>\r
229<para>Click <guibutton>Apply</guibutton>.</para>\r
230<para><mediaobject>\r
231<alt>screenshot of funding sources</alt>\r
232\r
233<imageobject>\r
234<imagedata fileref="media/apply-credit-funding-4.png" scalefit="0"></imagedata>\r
235</imageobject>\r
236</mediaobject></para>\r
237</informalfigure>\r
238</step>\r
239\r
240<step>\r
ad39aef9 241<para>The <guilabel>Summary</guilabel> tab will update to reflect the credit applied. The <guilabel>Credits</guilabel> tab will display all credits that have been \r
e81dc611
RJ
242applied to the funding source. You may need to click <guibutton>Reload</guibutton> to view the <guilabel>Credits</guilabel> tab.</para>\r
243</step>\r
244</procedure>\r
245\r
ad39aef9 246</section>\r
e81dc611 247\r
ad39aef9 248<section xml:id="allocate-credit-funding-source">\r
e81dc611
RJ
249<title>Allocate Credit to Funds - Funding Source Interface</title>\r
250\r
251<para>Once you have set up your funds, credit can be allocated to them from your funding sources in two ways:</para>\r
252\r
253<itemizedlist>\r
254<listitem><para>Allocate Credit to Fund - Funding Source Interface</para>\r
255</listitem>\r
256<listitem><para><link linkend="allocate-credit-funds">Allocate Credit to Fund - Fund Interface</link></para>\r
257</listitem>\r
258</itemizedlist>\r
259\r
260<para>To allocate credit using the Funding Source Interface:</para>\r
261\r
262<procedure>\r
263<step>\r
264<informalfigure>\r
dd0d6fe4
CB
265<para>Select <menuchoice>\r
266 <guimenu>Admin</guimenu>\r
e02d25a0 267 <guisubmenu>Acquisitions Administration</guisubmenu>\r
dd0d6fe4
CB
268 <guimenuitem>Funding Sources</guimenuitem>\r
269 </menuchoice>.</para>\r
e81dc611
RJ
270<para><mediaobject>\r
271<alt>screenshot of funding sources</alt>\r
272\r
273<imageobject>\r
274<imagedata fileref="media/create-funding-1.png" scalefit="0"></imagedata>\r
275</imageobject>\r
276</mediaobject></para>\r
277</informalfigure>\r
278</step>\r
279\r
280<step>\r
281<informalfigure>\r
282<para>Click the hyperlinked name of the funding source.</para>\r
283<para><mediaobject>\r
284<alt>screenshot of funding sources</alt>\r
285\r
286<imageobject>\r
0270d65e 287 <imagedata fileref="media/apply-credit-funding-1.png" width="100%" scalefit="1"></imagedata>\r
e81dc611
RJ
288</imageobject>\r
289</mediaobject></para>\r
290</informalfigure>\r
291</step>\r
292\r
293<step>\r
294<informalfigure>\r
295<para>Click <guibutton>Allocate to Fund</guibutton>.</para>\r
296<para><mediaobject>\r
297<alt>screenshot of funding sources</alt>\r
298\r
299<imageobject>\r
300<imagedata fileref="media/allocate-credit-funding-1.png" scalefit="0"></imagedata>\r
301</imageobject>\r
302</mediaobject></para>\r
303</informalfigure>\r
304</step>\r
305\r
306<step>\r
307<informalfigure>\r
308<para>From the <guilabel>Fund</guilabel> drop down menu, select the fund you would like to allocate credit to.</para>\r
309<para><mediaobject>\r
310<alt>screenshot of funding sources</alt>\r
311\r
312<imageobject>\r
8259241d 313<imagedata fileref="media/allocate-creditfunding2.png" scalefit="0"></imagedata>\r
e81dc611
RJ
314</imageobject>\r
315</mediaobject></para>\r
316</informalfigure>\r
317</step>\r
318\r
319<step>\r
320<para>Enter the amount that you would like to allocate.</para>\r
321</step>\r
322\r
323<step>\r
324<para>Enter a note. This field is optional.</para>\r
325</step>\r
326\r
327<step>\r
328<informalfigure>\r
329<para>Click <guibutton>Apply</guibutton>.</para>\r
330<para><mediaobject>\r
331<alt>screenshot of funding sources</alt>\r
332\r
333<imageobject>\r
8259241d 334<imagedata fileref="media/allocate-creditfunding3.png" scalefit="0"></imagedata>\r
e81dc611
RJ
335</imageobject>\r
336</mediaobject></para>\r
337</informalfigure>\r
338</step>\r
ad39aef9
JP
339\r
340<step>\r
341<para>The <guilabel>Allocations</guilabel> tab will display all allocations made to funds out of this funding source. \r
342See <link linkend="track-debit-credit">Track Debits and Credits</link> for more information.</para>\r
343</step>\r
e81dc611
RJ
344</procedure>\r
345\r
ad39aef9 346</section>\r
e81dc611 347\r
ad39aef9 348<section xml:id="track-debit-credit">\r
e81dc611
RJ
349<title>Track Debits and Credits</title>\r
350\r
351<informalfigure>\r
ad39aef9 352<para>You can track credits to and allocations from for each funding source through the <guilabel>Summary</guilabel> tab on the <guilabel>Funding Source Details</guilabel> screen.</para>\r
e81dc611
RJ
353<para><mediaobject>\r
354<alt>screenshot of funding sources</alt>\r
355\r
356<imageobject>\r
0270d65e 357 <imagedata fileref="media/track-debit-funding-1.png" width="100%" scalefit="1"></imagedata>\r
e81dc611
RJ
358</imageobject>\r
359</mediaobject></para>\r
360</informalfigure>\r
361\r
362<informalfigure> \r
363<para>The <guilabel>Credits</guilabel> tab tracks all credits applied to the funding source. After applying credit you will need to click \r
364<guibutton>Reload</guibutton> to view the <guilabel>Credits</guilabel> tab. </para>\r
365<para><mediaobject>\r
366<alt>screenshot of funding sources</alt>\r
367\r
368<imageobject>\r
0270d65e 369 <imagedata fileref="media/track-debit-funding-2.png" width="100%" scalefit="1"></imagedata>\r
e81dc611
RJ
370</imageobject>\r
371</mediaobject></para>\r
372</informalfigure>\r
373\r
374<informalfigure>\r
375<para>The <guilabel>Allocations</guilabel> tab tracks all allocations from the funding source to funds. After allocating to a fund you will need to click\r
376<guibutton>Reload</guibutton> to view the <guilabel>Allocations</guilabel> tab.</para>\r
377<para><mediaobject>\r
378<alt>screenshot of funding sources</alt>\r
379\r
380<imageobject>\r
0270d65e 381 <imagedata fileref="media/track-debit-funding-3.png" width="100%" scalefit="1"></imagedata>\r
e81dc611
RJ
382</imageobject>\r
383</mediaobject></para>\r
384</informalfigure>\r
385\r
e81dc611
RJ
386</section>\r
387\r
388\r
389 \r
390</chapter>\r