Updates to Funding Sources chapter.
[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
ad39aef9 20<para>Funding sources are not tied to fiscal or calendar years, so you can continue to apply credits to the same funding source over multiple \r
e81dc611 21years, e.g. City of Fiction. Alternatively, you can name funding sources by year, e.g. City of Fiction 2011 and City of Fiction 2012, and apply credits each \r
ad39aef9 22year to the matching source.</para>\r
e81dc611 23\r
ad39aef9
JP
24</abstract>\r
25 \r
26\r
27 </info>\r
e81dc611
RJ
28\r
29\r
ad39aef9 30<section xml:id="create-funding-source">\r
e81dc611 31<title>Create a Funding Source</title>\r
ad39aef9 32<para>Funding sources should be created for each source your library receives collection funding from.</para>\r
e81dc611
RJ
33\r
34<procedure>\r
35<step>\r
36<informalfigure>\r
37<para>Select <menuchoice><guimenu>Admin</guimenu>\r
38<guisubmenu>Server Administration</guisubmenu>\r
39<guisubmenu>Acquisitions</guisubmenu>\r
40<guimenuitem>Funding Sources</guimenuitem></menuchoice>.</para>\r
41<para><mediaobject>\r
42<alt>screenshot of funding sources</alt>\r
43\r
44<imageobject>\r
45<imagedata fileref="media/create-funding-1.png" scalefit="0"></imagedata>\r
46</imageobject>\r
47</mediaobject></para>\r
48</informalfigure>\r
49</step>\r
50\r
51<step>\r
52<informalfigure>\r
53<para>Click <guibutton>New Funding Source</guibutton>.</para>\r
54<para><mediaobject>\r
55<alt>screenshot of funding sources</alt>\r
56\r
57<imageobject>\r
58<imagedata fileref="media/create-funding-2.png" scalefit="0"></imagedata>\r
59</imageobject>\r
60</mediaobject></para>\r
61</informalfigure>\r
62</step>\r
63\r
64<step>\r
65<informalfigure>\r
66<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
67<para><mediaobject>\r
68<alt>screenshot of funding sources</alt>\r
69\r
70<imageobject>\r
71<imagedata fileref="media/create-funding-3.png" scalefit="0"></imagedata>\r
72</imageobject>\r
73</mediaobject></para>\r
74</informalfigure>\r
75</step>\r
76\r
77<step>\r
78<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
79If 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
80</step>\r
81\r
82<step>\r
83<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
84</step>\r
85\r
86<step>\r
87<para>Select a <guilabel>Currency</guilabel> from the drop down menu.</para>\r
88</step>\r
89\r
90<step>\r
91<informalfigure>\r
92<para>Click <guibutton>Save</guibutton>.</para>\r
93<para><mediaobject>\r
94<alt>screenshot of funding sources</alt>\r
95\r
96<imageobject>\r
97<imagedata fileref="media/create-funding-4.png" scalefit="0"></imagedata>\r
98</imageobject>\r
99</mediaobject></para>\r
100</informalfigure>\r
101</step>\r
102\r
103</procedure>\r
ad39aef9 104</section>\r
e81dc611 105\r
ad39aef9 106<section xml:id="edit-funding-source">\r
e81dc611
RJ
107<title>Edit a Funding Source</title>\r
108\r
ad39aef9
JP
109<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
110funding source can only be altered by <link linkend="apply-credit">applying credit to the funding source</link> or \r
111<link linkend="allocate-credit-funding-source">allocating credit from the funding source to a fund</link>.</para>\r
112\r
113<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
114\r
115<procedure>\r
116<step>\r
117<informalfigure>\r
118<para>Select <menuchoice><guimenu>Admin</guimenu>\r
119<guisubmenu>Server Administration</guisubmenu>\r
120<guisubmenu>Acquisitions</guisubmenu>\r
121<guimenuitem>Funding Sources</guimenuitem></menuchoice>.</para>\r
122<para><mediaobject>\r
123<alt>screenshot of funding sources</alt>\r
124\r
125<imageobject>\r
126<imagedata fileref="media/create-funding-1.png" scalefit="0"></imagedata>\r
127</imageobject>\r
128</mediaobject></para>\r
129</informalfigure>\r
130</step>\r
131\r
132<step>\r
133<informalfigure>\r
ad39aef9 134<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
135<para><mediaobject>\r
136<alt>screenshot of funding sources</alt>\r
137\r
138<imageobject>\r
139<imagedata fileref="media/edit-funding-1.png" scalefit="0"></imagedata>\r
140</imageobject>\r
141</mediaobject></para>\r
142</informalfigure>\r
143</step>\r
144\r
145<step>\r
146<informalfigure>\r
147<para>Make your changes and click <guibutton>Save</guibutton>.</para>\r
148<para><mediaobject>\r
149<alt>screenshot of funding sources</alt>\r
150\r
151<imageobject>\r
b99d225e 152<imagedata fileref="media/edit-funding-2.png" scalefit="0"></imagedata>\r
e81dc611
RJ
153</imageobject>\r
154</mediaobject></para>\r
155</informalfigure>\r
156</step>\r
157</procedure>\r
158\r
ad39aef9
JP
159<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
160<para>A Funding Source can only be deleted if no credit has been applied to it.</para></note>\r
e81dc611 161\r
ad39aef9
JP
162</section>\r
163\r
164<section xml:id="apply-credit">\r
e81dc611
RJ
165<title>Apply Credits to a Funding Source</title>\r
166\r
167<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 168as there is no way in the staff client to edit the amount applied.</para>\r
e81dc611
RJ
169<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
170the incorrect amount that has been allocated.</para></caution>\r
171\r
172<procedure>\r
173<step>\r
174<informalfigure>\r
175<para>Select <menuchoice><guimenu>Admin</guimenu>\r
176<guisubmenu>Server Administration</guisubmenu>\r
177<guisubmenu>Acquisitions</guisubmenu>\r
178<guimenuitem>Funding Sources</guimenuitem></menuchoice>.</para>\r
179<para><mediaobject>\r
180<alt>screenshot of funding sources</alt>\r
181\r
182<imageobject>\r
183<imagedata fileref="media/create-funding-1.png" scalefit="0"></imagedata>\r
184</imageobject>\r
185</mediaobject></para>\r
186</informalfigure>\r
187</step>\r
188\r
189<step>\r
190<informalfigure>\r
191<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
192<para><mediaobject>\r
193<alt>screenshot of funding sources</alt>\r
194\r
195<imageobject>\r
b99d225e 196<imagedata fileref="media/apply-credit-funding-1.png" scalefit="0"></imagedata>\r
e81dc611
RJ
197</imageobject>\r
198</mediaobject></para>\r
199</informalfigure>\r
200</step>\r
201\r
202<step>\r
203<informalfigure>\r
204<para>Click <guibutton>Apply Credit</guibutton>.</para>\r
205<para><mediaobject>\r
206<alt>screenshot of funding sources</alt>\r
207\r
208<imageobject>\r
b99d225e 209<imagedata fileref="media/apply-credit-funding-2.png" scalefit="0"></imagedata>\r
e81dc611
RJ
210</imageobject>\r
211</mediaobject></para>\r
212</informalfigure>\r
213</step>\r
214\r
215<step>\r
ad39aef9 216<para>Enter the amount to apply to this funding source.</para>\r
e81dc611
RJ
217</step>\r
218\r
219<step>\r
220<para>Enter a note. This field is optional.</para>\r
221</step>\r
222\r
223<step>\r
224<informalfigure>\r
225<para>Click <guibutton>Apply</guibutton>.</para>\r
226<para><mediaobject>\r
227<alt>screenshot of funding sources</alt>\r
228\r
229<imageobject>\r
230<imagedata fileref="media/apply-credit-funding-4.png" scalefit="0"></imagedata>\r
231</imageobject>\r
232</mediaobject></para>\r
233</informalfigure>\r
234</step>\r
235\r
236<step>\r
ad39aef9 237<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
238applied to the funding source. You may need to click <guibutton>Reload</guibutton> to view the <guilabel>Credits</guilabel> tab.</para>\r
239</step>\r
240</procedure>\r
241\r
ad39aef9 242</section>\r
e81dc611 243\r
ad39aef9 244<section xml:id="allocate-credit-funding-source">\r
e81dc611
RJ
245<title>Allocate Credit to Funds - Funding Source Interface</title>\r
246\r
247<para>Once you have set up your funds, credit can be allocated to them from your funding sources in two ways:</para>\r
248\r
249<itemizedlist>\r
250<listitem><para>Allocate Credit to Fund - Funding Source Interface</para>\r
251</listitem>\r
252<listitem><para><link linkend="allocate-credit-funds">Allocate Credit to Fund - Fund Interface</link></para>\r
253</listitem>\r
254</itemizedlist>\r
255\r
256<para>To allocate credit using the Funding Source Interface:</para>\r
257\r
258<procedure>\r
259<step>\r
260<informalfigure>\r
261<para>Select <menuchoice><guimenu>Admin</guimenu>\r
262<guisubmenu>Server Administration</guisubmenu>\r
263<guisubmenu>Acquisitions</guisubmenu>\r
264<guimenuitem>Funding Sources</guimenuitem></menuchoice>.</para>\r
265<para><mediaobject>\r
266<alt>screenshot of funding sources</alt>\r
267\r
268<imageobject>\r
269<imagedata fileref="media/create-funding-1.png" scalefit="0"></imagedata>\r
270</imageobject>\r
271</mediaobject></para>\r
272</informalfigure>\r
273</step>\r
274\r
275<step>\r
276<informalfigure>\r
277<para>Click the hyperlinked name of the funding source.</para>\r
278<para><mediaobject>\r
279<alt>screenshot of funding sources</alt>\r
280\r
281<imageobject>\r
282<imagedata fileref="media/funding-source-funding-1.png" scalefit="0"></imagedata>\r
283</imageobject>\r
284</mediaobject></para>\r
285</informalfigure>\r
286</step>\r
287\r
288<step>\r
289<informalfigure>\r
290<para>Click <guibutton>Allocate to Fund</guibutton>.</para>\r
291<para><mediaobject>\r
292<alt>screenshot of funding sources</alt>\r
293\r
294<imageobject>\r
295<imagedata fileref="media/allocate-credit-funding-1.png" scalefit="0"></imagedata>\r
296</imageobject>\r
297</mediaobject></para>\r
298</informalfigure>\r
299</step>\r
300\r
301<step>\r
302<informalfigure>\r
303<para>From the <guilabel>Fund</guilabel> drop down menu, select the fund you would like to allocate credit to.</para>\r
304<para><mediaobject>\r
305<alt>screenshot of funding sources</alt>\r
306\r
307<imageobject>\r
308<imagedata fileref="media/allocate-credit-funding-2.png" scalefit="0"></imagedata>\r
309</imageobject>\r
310</mediaobject></para>\r
311</informalfigure>\r
312</step>\r
313\r
314<step>\r
315<para>Enter the amount that you would like to allocate.</para>\r
316</step>\r
317\r
318<step>\r
319<para>Enter a note. This field is optional.</para>\r
320</step>\r
321\r
322<step>\r
323<informalfigure>\r
324<para>Click <guibutton>Apply</guibutton>.</para>\r
325<para><mediaobject>\r
326<alt>screenshot of funding sources</alt>\r
327\r
328<imageobject>\r
329<imagedata fileref="media/allocate-credit-funding-3.png" scalefit="0"></imagedata>\r
330</imageobject>\r
331</mediaobject></para>\r
332</informalfigure>\r
333</step>\r
ad39aef9
JP
334\r
335<step>\r
336<para>The <guilabel>Allocations</guilabel> tab will display all allocations made to funds out of this funding source. \r
337See <link linkend="track-debit-credit">Track Debits and Credits</link> for more information.</para>\r
338</step>\r
e81dc611
RJ
339</procedure>\r
340\r
ad39aef9 341</section>\r
e81dc611 342\r
ad39aef9 343<section xml:id="track-debit-credit">\r
e81dc611
RJ
344<title>Track Debits and Credits</title>\r
345\r
346<informalfigure>\r
ad39aef9 347<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
348<para><mediaobject>\r
349<alt>screenshot of funding sources</alt>\r
350\r
351<imageobject>\r
352<imagedata fileref="media/track-debit-funding-1.png" scalefit="0"></imagedata>\r
353</imageobject>\r
354</mediaobject></para>\r
355</informalfigure>\r
356\r
357<informalfigure> \r
358<para>The <guilabel>Credits</guilabel> tab tracks all credits applied to the funding source. After applying credit you will need to click \r
359<guibutton>Reload</guibutton> to view the <guilabel>Credits</guilabel> tab. </para>\r
360<para><mediaobject>\r
361<alt>screenshot of funding sources</alt>\r
362\r
363<imageobject>\r
364<imagedata fileref="media/track-debit-funding-2.png" scalefit="0"></imagedata>\r
365</imageobject>\r
366</mediaobject></para>\r
367</informalfigure>\r
368\r
369<informalfigure>\r
370<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
371<guibutton>Reload</guibutton> to view the <guilabel>Allocations</guilabel> tab.</para>\r
372<para><mediaobject>\r
373<alt>screenshot of funding sources</alt>\r
374\r
375<imageobject>\r
376<imagedata fileref="media/track-debit-funding-3.png" scalefit="0"></imagedata>\r
377</imageobject>\r
378</mediaobject></para>\r
379</informalfigure>\r
380\r
e81dc611
RJ
381</section>\r
382\r
383\r
384 \r
385</chapter>\r