add link for edi account & note that all fund codes should have library short code...
[sitka/doc/acquisitions.git] / admin / admin-acq-funds.xml
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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-funds">\r
4 <info>\r
89c37991 5 <title>Funds</title>\r
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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
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16<para>Funds allow you to allocate credits toward specific purchases. In the funds interface you can create funds, allocate credits from funding sources \r
17to funds, transfer money between funds, and apply fund tags to funds.</para>\r
18\r
19<para>Funds are created for a specific year, either fiscal or calendar. These funds are owned by organizational units. Library systems with multiple branches\r
20 can set a contextual organizational unit and year at the top of the funds interface. The drop down menus at the top of the screen enable you to focus on funds \r
21that are owned by specific branches during specific years.</para>\r
22 </abstract>\r
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23 \r
24\r
25 </info>\r
26\r
e81dc611 27\r
89c37991 28<section xml:id="create-fund">\r
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29<title>Create a Fund</title>\r
30\r
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31<para>Funds should be created for every budget you wish to track. For some libraries this may be a fund per individual collection. Other libraries may only \r
32use one fund for all purchasing. Libraries may want to create funds specifically for non-bibliographic purchases, such as processing supplies, or for other \r
33charges such as charges for MARC records.</para>\r
34\r
35<para>Multi-branch libraries may have a single set of funds for their entire system, a set of funds for each branch, or may use a combination of funds at the \r
36branch and system levels.</para>\r
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37\r
38<procedure>\r
39<step>\r
40<informalfigure>\r
41<para>Select <menuchoice><guimenu>Admin</guimenu>\r
85fb7e32 42 <guisubmenu>Acquisitions Administration</guisubmenu>\r
dd0d6fe4 43 <guimenuitem>Funds</guimenuitem>.</menuchoice></para>\r
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44<para><mediaobject>\r
45<alt>screenshot of funds</alt>\r
46\r
47<imageobject>\r
48<imagedata fileref="media/create-fund-1.png" scalefit="0"></imagedata>\r
49</imageobject>\r
50</mediaobject></para>\r
51</informalfigure>\r
52</step>\r
53\r
54<step>\r
55<informalfigure>\r
56<para>Click <guibutton>New Fund</guibutton>.</para>\r
57<para><mediaobject>\r
58<alt>screenshot of funds</alt>\r
59\r
60<imageobject>\r
61<imagedata fileref="media/create-fund-2.png" scalefit="0"></imagedata>\r
62</imageobject>\r
63</mediaobject></para>\r
64</informalfigure>\r
65</step>\r
66\r
67<step>\r
68<informalfigure>\r
69<para>Fill in the fields.</para>\r
70<para><mediaobject>\r
71<alt>screenshot of funds</alt>\r
72\r
73<imageobject>\r
74<imagedata fileref="media/create-fund-3.png" scalefit="0"></imagedata>\r
75</imageobject>\r
76</mediaobject></para>\r
77</informalfigure>\r
78\r
79<itemizedlist>\r
80<listitem>\r
81<para>Enter a <guilabel>Name</guilabel> for the fund. There is no limit to the number of characters that can be entered in this field.</para>\r
82</listitem>\r
83<listitem>\r
84<para>Create a unique <guilabel>Code</guilabel> for the fund. There is no limit to the number of characters that can be entered in this field.</para>\r
d4eb4b90 85<note><para>Please add your library short code to the end of all fund codes. Example AF_ZSP</para></note>\r
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86</listitem>\r
87<listitem>\r
88<para>Enter a year for the fund. This can be a fiscal year or a calendar year. The format of the year is YYYY.</para>\r
89</listitem>\r
90<listitem>\r
91<para>Select an org unit from the drop down menu. The org unit indicates the organizational unit(s) whose staff can use this fund.</para>\r
d4232b85 92<note><para>In a multi-branch system funds may be set to the top organizational unit, the organizational units for branches, or a combination.</para></note>\r
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93</listitem>\r
94<listitem>\r
95<para>Select a <guilabel>Currency Type</guilabel> from the drop down menu. When a fund is applied to a line item or copy the price of the item will be encumbered in the currency\r
96associated with the fund.</para>\r
97</listitem>\r
98<listitem>\r
99<para>Check the <guilabel>Active</guilabel> box to activate this fund. You cannot make purchases from an inactive fund.</para>\r
100</listitem>\r
101<listitem>\r
102<para>Enter a <guilabel>Balance Stop Percent</guilabel>. The balance stop percent prevents you from making purchases when only a specified amount of the fund \r
103remains. For example, if you want the fund to stop purchases after 95% of the fund has been spent, then you would enter <userinput>95</userinput> in the field. \r
104When the fund reaches its <guilabel>Balance Stop Percent</guilabel>, it will appear in red when you apply funds to copies.</para>\r
105\r
106<para>If this field is left blank it is possible to overspend the fund.</para>\r
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107\r
108<note><para>The <guilabel>Balance Stop Percent</guilabel> can be adjusted as needed throughout your fiscal year.</para></note>\r
109\r
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110</listitem>\r
111<listitem>\r
112<para>Enter a <guilabel>Balance Warning Percent</guilabel>. The balance warning percent gives you a warning that the fund is low. You can specify any percent. \r
113For example, if you want to be warned when 90% of the fund has been spent, then you would enter <userinput>90</userinput> in the field. \r
89c37991 114When the fund reaches its <guilabel>Balance Warning Percent</guilabel>, it will appear in yellow when you apply funds to copies.</para>\r
d4232b85 115<note><para>The <guilabel>Balance Warning Percent</guilabel> can be adjusted as needed throughout your fiscal year.</para></note>\r
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116</listitem>\r
117<listitem>\r
118<para>Check the <guilabel>Propagate</guilabel> box to propagate funds. When you propagate a fund, Evergreen will create a new fund for the following fiscal year with \r
119the same parameters as your current fund. All of the settings transfer except for the year and the amount of money in the fund. Propagation occurs during the \r
120fiscal year close-out operation.</para>\r
121</listitem>\r
122<listitem>\r
f08d8bae 123<para>Check the <guilabel>Rollover</guilabel> box if you would like to roll over remaining funds and/or encumbrances during the fiscal year close-out operation into the same fund \r
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124for the next year.</para>\r
125</listitem>\r
126</itemizedlist>\r
127</step>\r
128\r
129<step>\r
130<informalfigure>\r
131<para>Click <guibutton>Save</guibutton>.</para>\r
132<para><mediaobject>\r
133<alt>screenshot of funds</alt>\r
134\r
135<imageobject>\r
136<imagedata fileref="media/create-fund-4.png" scalefit="0"></imagedata>\r
137</imageobject>\r
138</mediaobject></para>\r
139</informalfigure>\r
140</step>\r
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141\r
142<step>\r
143<para>Click <guilabel>Reload</guilabel>.</para>\r
144</step>\r
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145</procedure>\r
146\r
89c37991 147</section>\r
e81dc611 148\r
89c37991 149<section xml:id="edit-fund">\r
e81dc611 150<title>Edit a Fund</title>\r
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151<para>While you are able to edit your fund's name, owner, and code you are unable to edit the balance of your fund. A fund's balance can be adjusted by \r
152<link linkend="allocate-credit-funds">allocating monies to the fund</link> or <link linkend="transfer-credit">transferring monies to another fund</link>.</para> \r
e81dc611 153\r
89c37991 154<caution><para> Editing the currency of an active in-use fund is not recommended as it can have serious consequences.</para></caution>\r
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155\r
156<procedure>\r
157<step>\r
158<informalfigure>\r
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159<para>Select <menuchoice>\r
160 <guimenu>Admin</guimenu>\r
85fb7e32 161 <guisubmenu>Acquisitions Administration</guisubmenu>\r
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162 <guimenuitem>Funds</guimenuitem>\r
163 </menuchoice>.</para>\r
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164<para><mediaobject>\r
165<alt>screenshot of funds</alt>\r
166\r
167<imageobject>\r
168<imagedata fileref="media/create-fund-1.png" scalefit="0"></imagedata>\r
169</imageobject>\r
170</mediaobject></para>\r
171</informalfigure>\r
172</step>\r
173\r
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174\r
175<step>\r
176<informalfigure>\r
d4232b85 177<para>If needed use the <guilabel>Context Org Unit</guilabel> menu, the <guilabel>Year</guilabel> and the <guilabel>Filter</guilabel> to locate the desired fund.</para>\r
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178<para><mediaobject>\r
179<alt>screenshot of providers</alt>\r
180\r
181<imageobject>\r
182<imagedata fileref="media/fund-filter-1.png" scalefit="0"></imagedata>\r
183</imageobject>\r
184</mediaobject></para>\r
185</informalfigure>\r
186\r
187<note>\r
188<informalfigure>\r
189<para>Funds can be filtered on the following fields:</para>\r
190<para><mediaobject>\r
191<alt>screenshot of providers</alt>\r
192\r
193<imageobject>\r
194<imagedata fileref="media/fund-filter-2.png" scalefit="0"></imagedata>\r
195</imageobject>\r
196</mediaobject></para>\r
197</informalfigure>\r
198</note>\r
199\r
200</step>\r
201\r
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202<step>\r
203<informalfigure>\r
204<para>Double-click on the row you would like to edit. A pop-up box will appear in which you can edit the fields.</para>\r
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205<para>Make your changes and click <guibutton>Save</guibutton>.</para>\r
206<para><mediaobject>\r
207<alt>screenshot of funds</alt>\r
208\r
209<imageobject>\r
d4232b85 210<imagedata fileref="media/create-fund-4.png" scalefit="0"></imagedata>\r
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211</imageobject>\r
212</mediaobject></para>\r
213</informalfigure>\r
214</step>\r
215\r
216</procedure>\r
e81dc611 217\r
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218<note><para>It is possible to delete a fund by checking the box of the fund you wish to delete and clicking <guilabel>Delete Selected</guilabel>.</para>\r
219<para>A Fund can only be deleted if no credit has been applied to it.</para></note>\r
e81dc611 220\r
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221\r
222</section>\r
223\r
224\r
225<section xml:id="allocate-credit-funds">\r
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226<title>Allocate Credit to Funds - Fund Interface</title>\r
227\r
228<para>Once you have set up your funds credit can be allocated to them, from your funding sources, in two ways:</para>\r
229\r
230<itemizedlist>\r
231<listitem><para><link linkend="allocate-credit-funding-source">Allocate Credit to Fund - Funding Source Interface</link></para>\r
232</listitem>\r
233<listitem><para>Allocate Credit to Fund - Fund Interface</para>\r
234</listitem>\r
235</itemizedlist>\r
236\r
237<para>To allocate credits using the Fund Interface:</para>\r
238\r
239<procedure>\r
240<step>\r
241<informalfigure>\r
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242<para>Select <menuchoice>\r
243 <guimenu>Admin</guimenu>\r
85fb7e32 244 <guisubmenu>Acquisitions Administration</guisubmenu>\r
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245 <guimenuitem>Funds</guimenuitem>\r
246 </menuchoice></para>\r
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247<para><mediaobject>\r
248<alt>screenshot of funds</alt>\r
249\r
250<imageobject>\r
251<imagedata fileref="media/create-fund-1.png" scalefit="0"></imagedata>\r
252</imageobject>\r
253</mediaobject></para>\r
254</informalfigure>\r
255</step>\r
256\r
257<step>\r
258<informalfigure>\r
259<para>Click the hyperlinked name of the fund. The <guilabel>Fund Details</guilabel> screen will appear.</para>\r
260<para><mediaobject>\r
261<alt>screenshot of funds</alt>\r
262\r
263<imageobject>\r
264<imagedata fileref="media/allocate-credit-fund-1.png" scalefit="0"></imagedata>\r
265</imageobject>\r
266</mediaobject></para>\r
267</informalfigure>\r
268</step>\r
269\r
270<step>\r
271<informalfigure>\r
272<para>Click <guibutton>Create Allocation</guibutton>.</para>\r
273<para><mediaobject>\r
274<alt>screenshot of funds</alt>\r
275\r
276<imageobject>\r
277<imagedata fileref="media/allocate-credit-fund-2.png" scalefit="0"></imagedata>\r
278</imageobject>\r
279</mediaobject></para>\r
280</informalfigure>\r
281</step>\r
282\r
283<step>\r
284<informalfigure>\r
285<para>Choose a funding source code from the drop down menu.</para>\r
286<para><mediaobject>\r
287<alt>screenshot of funds</alt>\r
288\r
289<imageobject>\r
290<imagedata fileref="media/allocate-credit-fund-3.png" scalefit="0"></imagedata>\r
291</imageobject>\r
292</mediaobject></para>\r
293</informalfigure>\r
294</step>\r
295\r
296<step>\r
297<para>Enter the amount you would like to apply to the fund from the funding source.</para>\r
298</step>\r
299\r
300<step>\r
301<para>Enter a note. This field is optional.</para>\r
302</step>\r
303\r
304<step>\r
305<informalfigure>\r
306<para>Click <guibutton>Apply</guibutton>.</para>\r
307<para><mediaobject>\r
308<alt>screenshot of funds</alt>\r
309\r
310<imageobject>\r
311<imagedata fileref="media/allocate-credit-fund-4.png" scalefit="0"></imagedata>\r
312</imageobject>\r
313</mediaobject></para>\r
314</informalfigure>\r
315</step>\r
316</procedure>\r
317\r
89c37991 318</section>\r
e81dc611 319\r
5991fa37 320\r
89c37991 321<section xml:id="transfer-credit">\r
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322<title>Transfer Credit Between Funds</title>\r
323\r
324<para>The credits that you allocate to funds can be transferred between funds if desired. The system tracks these transfers.</para>\r
325\r
326<procedure>\r
327<step>\r
328<informalfigure>\r
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329<para>Select <menuchoice>\r
330 <guimenu>Admin</guimenu>\r
85fb7e32 331 <guisubmenu>Acquisitions Administration</guisubmenu>\r
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332 <guimenuitem>Funds</guimenuitem>\r
333 </menuchoice>.</para>\r
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334<para><mediaobject>\r
335<alt>screenshot of funds</alt>\r
336\r
337<imageobject>\r
338<imagedata fileref="media/create-fund-1.png" scalefit="0"></imagedata>\r
339</imageobject>\r
340</mediaobject></para>\r
341</informalfigure>\r
342</step>\r
343\r
344<step>\r
345<informalfigure>\r
346<para>Click the hyperlinked name of the originating fund. The <guilabel>Fund Details</guilabel> screen will appear.</para>\r
347<para><mediaobject>\r
348<alt>screenshot of funds</alt>\r
349\r
350<imageobject>\r
dd0d6fe4 351<imagedata fileref="media/allocate-credit-fund-1.png" width="100%" scalefit="1"></imagedata>\r
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352</imageobject>\r
353</mediaobject></para>\r
354</informalfigure>\r
355</step>\r
356\r
357<step>\r
358<informalfigure>\r
359<para>Click <guibutton>Transfer Money</guibutton>.</para>\r
360<para><mediaobject>\r
361<alt>screenshot of funds</alt>\r
362\r
363<imageobject>\r
364<imagedata fileref="media/transfer-credit-fund-11.png" scalefit="0"></imagedata>\r
365</imageobject>\r
366</mediaobject></para>\r
367</informalfigure>\r
368</step>\r
369\r
370<step>\r
371<informalfigure>\r
372<para>Enter the amount you would like to transfer.</para>\r
373<para><mediaobject>\r
374<alt>screenshot of funds</alt>\r
375\r
376<imageobject>\r
377<imagedata fileref="media/transfer-credit-fund-2.png" scalefit="0"></imagedata>\r
378</imageobject>\r
379</mediaobject></para>\r
380</informalfigure>\r
381</step>\r
382\r
383<step>\r
384<para>From the drop down menu, select the code of the destination fund.</para>\r
385</step>\r
386\r
387<step>\r
388<para>Add a note. This field is optional.</para>\r
389</step>\r
390\r
391<step>\r
392<informalfigure>\r
393<para>Click <guibutton>Transfer</guibutton>.</para>\r
394<para><mediaobject>\r
395<alt>screenshot of funds</alt>\r
396\r
397<imageobject>\r
398<imagedata fileref="media/transfer-credit-fund-3.png" scalefit="0"></imagedata>\r
399</imageobject>\r
400</mediaobject></para>\r
401</informalfigure>\r
402</step>\r
403\r
404<step>\r
405<informalfigure>\r
406<para>Click <guibutton>OK</guibutton> to the pop that appears to confirm that you are ready to commit the transfer.</para>\r
407<para><mediaobject>\r
408<alt>screenshot of funds</alt>\r
409\r
410<imageobject>\r
411<imagedata fileref="media/transfer-credit-fund-4.png" scalefit="0"></imagedata>\r
412</imageobject>\r
413</mediaobject></para>\r
414</informalfigure>\r
415</step>\r
416</procedure>\r
417\r
89c37991 418</section>\r
e81dc611 419\r
5991fa37 420<!--\r
89c37991 421<section xml:id="transfer-credit-exchange">\r
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422<title>Transfer Credit Between Funds using Different Currencies</title>\r
423<para>There are two ways to handle transfers between funds using different currency types. You can either specify the originating amount or you can specify \r
424the destination amount.</para>\r
425\r
426<caution><para>DO NOT USE. This feature currently has a bug and does not transfer using the correct exchange rates.</para></caution>\r
427\r
428<procedure>\r
429<step>\r
430<informalfigure>\r
431<para>Select <menuchoice><guimenu>Admin</guimenu>\r
432<guisubmenu>Server Administration</guisubmenu>\r
433<guisubmenu>Acquisitions</guisubmenu>\r
434<guimenuitem>Funds</guimenuitem></menuchoice>.</para>\r
435<para><mediaobject>\r
436<alt>screenshot of funds</alt>\r
437\r
438<imageobject>\r
439<imagedata fileref="media/create-fund-1.png" scalefit="0"></imagedata>\r
440</imageobject>\r
441</mediaobject></para>\r
442</informalfigure>\r
443</step>\r
444\r
445<step>\r
446<informalfigure>\r
447<para>Click the hyperlinked name of the originating fund. The <guilabel>Fund Details</guilabel> screen will appear.</para>\r
448<para><mediaobject>\r
449<alt>screenshot of funds</alt>\r
450\r
451<imageobject>\r
452<imagedata fileref="media/transfer-credit-exchange-1.png" scalefit="0"></imagedata>\r
453</imageobject>\r
454</mediaobject></para>\r
455</informalfigure>\r
456</step>\r
457\r
458<step>\r
459<informalfigure>\r
460<para>Click <guibutton>Transfer Money</guibutton>.</para>\r
461<para><mediaobject>\r
462<alt>screenshot of funds</alt>\r
463\r
464<imageobject>\r
465<imagedata fileref="media/transfer-credit-exchange-2.png" scalefit="0"></imagedata>\r
466</imageobject>\r
467</mediaobject></para>\r
468</informalfigure>\r
469</step>\r
470\r
471<step>\r
472<informalfigure>\r
473<para>From the drop down menu, select the code of the destination fund. If the destination fund uses a different currency than the source fund the display will expand \r
474to show new fields.</para>\r
475<para><mediaobject>\r
476<alt>screenshot of funds</alt>\r
477\r
478<imageobject>\r
479<imagedata fileref="media/transfer-credit-exchange-3.png" scalefit="0"></imagedata>\r
480</imageobject>\r
481</mediaobject></para>\r
482</informalfigure>\r
483</step>\r
484\r
485<step>\r
486<para>If <guilabel>Same as source amount?</guilabel> is checked the system will take the source amount out of the originating fund and use the exchange rate\r
487to determine the correct amount to deposit in the destination fund.</para>\r
488<informalfigure>\r
489<para>For example, you wish to transfer $100 USD into a Canadian fund. You enter 100 as the <guilabel>Source amount</guilabel>, leave \r
490<guilabel>Same as Source amount?</guilabel> checked, and click <guibutton>Transfer</guibutton>. The system uses the exchange rate of 0.96% to deposit $96 CAD\r
491into your destination fund.</para>\r
492<para><mediaobject>\r
493<alt>screenshot of funds</alt>\r
494\r
495<imageobject>\r
496<imagedata fileref="media/transfer-credit-exchange-11a.png" scalefit="0"></imagedata>\r
497</imageobject>\r
498</mediaobject></para>\r
499</informalfigure>\r
500\r
501<para>If <guilabel>Same as source amount?</guilabel> is un-checked the system requires you to enter both the <guilabel>Source amount</guilabel> and the \r
502<guilabel>Destination amount</guilabel>.</para>\r
503<informalfigure>\r
504<para>For example, you wish to have $100 CAD transfer into your Canadian fund from an American Fund. You enter 104 as the <guilabel>Source amount</guilabel>, \r
505un-check <guilabel>Same as Source amount?</guilabel>, enter 100 as your <guilabel>Destination amount</guilabel> and click <guibutton>Transfer</guibutton>.</para> \r
506<para><mediaobject>\r
507<alt>screenshot of funds</alt>\r
508\r
509<imageobject>\r
510<imagedata fileref="media/transfer-credit-exchange-11b.png" scalefit="0"></imagedata>\r
511</imageobject>\r
512</mediaobject></para>\r
513</informalfigure>\r
514</step>\r
515\r
516<step>\r
517<informalfigure>\r
518<para>Click <guibutton>OK</guibutton> to the pop that appears to confirm that you are ready to commit the transfer.</para>\r
519<para><mediaobject>\r
520<alt>screenshot of funds</alt>\r
521\r
522<imageobject>\r
523<imagedata fileref="media/transfer-credit-fund-4.png" scalefit="0"></imagedata>\r
524</imageobject>\r
525</mediaobject></para>\r
526</informalfigure>\r
527</step>\r
528\r
529</procedure>\r
530\r
89c37991 531</section>\r
5991fa37 532-->\r
e81dc611 533\r
89c37991 534<section xml:id="track-balances-expenditures">\r
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535<title>Track Balances and Expenditures</title>\r
536\r
89c37991 537<para>The Fund Details screen allows you to track a fund's balance, encumbrances, and amount spent.</para>\r
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538\r
539<procedure>\r
540<step>\r
541<informalfigure>\r
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542<para>Select <menuchoice>\r
543 <guimenu>Admin</guimenu>\r
85fb7e32 544 <guisubmenu>Acquisitions Administration</guisubmenu>\r
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545 <guimenuitem>Funds</guimenuitem>\r
546 </menuchoice>.</para>\r
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547<para><mediaobject>\r
548<alt>screenshot of funds</alt>\r
549\r
550<imageobject>\r
551<imagedata fileref="media/create-fund-1.png" scalefit="0"></imagedata>\r
552</imageobject>\r
553</mediaobject></para>\r
554</informalfigure>\r
555</step>\r
556\r
557<step>\r
558<informalfigure>\r
b767a421 559<para>If needed click <guilabel>Filter</guilabel> to use the filter to locate the desired fund.</para>\r
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560<para><mediaobject>\r
561<alt>screenshot of providers</alt>\r
562\r
563<imageobject>\r
564<imagedata fileref="media/fund-filter-1.png" scalefit="0"></imagedata>\r
565</imageobject>\r
566</mediaobject></para>\r
567</informalfigure>\r
568\r
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569<note>\r
570<informalfigure>\r
571<para>Funds can be filtered on the following fields:</para>\r
572<para><mediaobject>\r
573<alt>screenshot of providers</alt>\r
574\r
575<imageobject>\r
576<imagedata fileref="media/fund-filter-2.png" scalefit="0"></imagedata>\r
577</imageobject>\r
578</mediaobject></para>\r
579</informalfigure>\r
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580</note>\r
581\r
582</step>\r
583\r
584<step>\r
585<informalfigure>\r
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586<para>Click the hyperlinked name of fund you would like to view. The <guilabel>Fund Details</guilabel> screen will appear.</para>\r
587<para><mediaobject>\r
588<alt>screenshot of funds</alt>\r
589\r
590<imageobject>\r
81afcd9b 591<imagedata fileref="media/allocate-credit-fund-1.png" scalefit="0"></imagedata>\r
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592</imageobject>\r
593</mediaobject></para>\r
594</informalfigure>\r
595</step>\r
596\r
597<step>\r
598<informalfigure>\r
599<para>The <guilabel>Summary</guilabel> tab allows you to track the following:</para>\r
600\r
601<itemizedlist>\r
602<listitem>\r
603<para>Balance - The balance is calculated by subtracting both spent and encumbered funds from the total allocated to the fund.</para>\r
604</listitem>\r
605<listitem>\r
606<para>Total Allocated - This amount is the total monies allocated from the Funding Source(s).</para>\r
607</listitem>\r
608<listitem>\r
609<para>Spent Balance - This balance is calculated by subtracting only the funds that been invoiced, and so spent, from the total allocated to the fund. It does not\r
610included encumbrances.</para>\r
611</listitem>\r
612<listitem>\r
613<para>Total Debits - The total debits are calculated by adding together the total spent and total encumbered.</para>\r
614</listitem>\r
615<listitem>\r
616<para>Total Spent - The total spent is calculated by adding the cost of all items that have been invoiced. It does not include encumbrances.</para>\r
617</listitem>\r
618<listitem>\r
619<para>Total Encumbered - The total encumbered is calculated by adding all the encumbrances. It does not include items that have been invoiced.</para>\r
620</listitem>\r
621</itemizedlist>\r
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622<para><mediaobject>\r
623<alt>screenshot of funds</alt>\r
624\r
625<imageobject>\r
626<imagedata fileref="media/track-debit-fund-1.png" scalefit="0"></imagedata>\r
627</imageobject>\r
628</mediaobject></para>\r
629</informalfigure>\r
630</step>\r
631\r
632<step>\r
633<informalfigure>\r
634<para>The <guilabel>Allocations</guilabel> tab allows you to track credit allocated from funding sources, transfers to other funds, and transfers from other funds.</para>\r
635<para><mediaobject>\r
636<alt>screenshot of funds</alt>\r
637\r
638<imageobject>\r
0270d65e 639 <imagedata fileref="media/track-debit-fund-2.png" width="100%" scalefit="1"></imagedata>\r
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640</imageobject>\r
641</mediaobject></para>\r
642</informalfigure>\r
643</step>\r
644\r
645<step>\r
646<informalfigure>\r
89c37991 647<para>The <guilabel>Debits</guilabel> tab allows you to track all purchases made and monies encumbered against the fund.</para>\r
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648<para><mediaobject>\r
649<alt>screenshot of funds</alt>\r
650\r
651<imageobject>\r
0270d65e 652 <imagedata fileref="media/track-debit-fund-3.png" width="100%" scalefit="1"></imagedata>\r
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653</imageobject>\r
654</mediaobject></para>\r
655</informalfigure>\r
656</step>\r
657\r
658<step>\r
659<informalfigure>\r
660<para>The <guilabel>Tags</guilabel> tab allows you to add and delete fund tags. See <link linkend="fund-tags">Fund Tags</link> for more information.</para>\r
661<para><mediaobject>\r
662<alt>screenshot of funds</alt>\r
663\r
664<imageobject>\r
665<imagedata fileref="media/track-debit-fund-4.png" scalefit="0"></imagedata>\r
666</imageobject>\r
667</mediaobject></para>\r
668</informalfigure>\r
669</step>\r
670</procedure>\r
671\r
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672</section>\r
673\r
674<section xml:id="fund-tags">\r
675<title>Fund Tags</title>\r
676\r
677 <para>You can apply tags to funds to allow you to group funds for easy reporting. For example you could create a Fiction tag and add the tag to all your \r
678fiction funds: Adult Fiction, Young Adult Fiction, and Children's Fiction. You are then able to run reports that include all fiction funds, rather than only reports \r
679on each separate fund.</para>\r
680\r
681<para><link linkend="create-fund-tag">Create a Fund Tag</link></para>\r
682<para><link linkend="add-fund-tag">Add a Fund Tag</link></para>\r
683<para><link linkend="delete-fund-tag">Delete a Fund Tag</link></para>\r
684\r
685<simplesect xml:id="create-fund-tag">\r
686 <title>Create a Fund Tag</title>\r
687 \r
688<procedure>\r
689<step>\r
690<informalfigure>\r
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691<para>Select <menuchoice>\r
692 <guimenu>Admin</guimenu>\r
85fb7e32 693 <guisubmenu>Acquisitions Administration</guisubmenu>\r
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694 <guimenuitem>Fund Tags</guimenuitem>\r
695 </menuchoice>.</para>\r
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696<para><mediaobject>\r
697<alt>screenshot of fund tags</alt>\r
698\r
699<imageobject>\r
700<imagedata fileref="media/fund-tags-1.png" scalefit="0"></imagedata>\r
701</imageobject>\r
702</mediaobject></para>\r
703</informalfigure>\r
704</step>\r
705\r
706<step>\r
707<informalfigure>\r
708<para>Click <guibutton>New Fund Tag</guibutton>.</para>\r
709<para><mediaobject>\r
710<alt>screenshot of fund tags</alt>\r
711\r
712<imageobject>\r
713<imagedata fileref="media/fund-tags-2.png" scalefit="0"></imagedata>\r
714</imageobject>\r
715</mediaobject></para>\r
716</informalfigure>\r
717</step>\r
718\r
719<step>\r
720<informalfigure>\r
721<para>Select a <guilabel>Fund Tag Owner</guilabel> from the drop down menu. The owner indicates the organizational unit(s) whose staff can use this fund tag.</para>\r
722<para><mediaobject>\r
723<alt>screenshot of fund tags</alt>\r
724\r
725<imageobject>\r
726<imagedata fileref="media/fund-tags-3.png" scalefit="0"></imagedata>\r
727</imageobject>\r
728</mediaobject></para>\r
729</informalfigure>\r
730</step>\r
731\r
732<step>\r
733<para>Enter a <guilabel>Fund Tag Name</guilabel>. There is no limit to the number of characters that can be entered in this field.</para>\r
734</step>\r
735\r
736<step>\r
737<informalfigure>\r
738<para>Click <guibutton>Save</guibutton>.</para>\r
739<para><mediaobject>\r
740<alt>screenshot of fund tags</alt>\r
741\r
742<imageobject>\r
743<imagedata fileref="media/fund-tags-4.png" scalefit="0"></imagedata>\r
744</imageobject>\r
745</mediaobject></para>\r
746</informalfigure>\r
747</step>\r
748</procedure>\r
749</simplesect>\r
750\r
751<simplesect xml:id="add-fund-tag">\r
752<title>Add a Fund Tag</title>\r
753\r
754<procedure>\r
755<step>\r
756<informalfigure>\r
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757<para>Select <menuchoice>\r
758 <guimenu>Admin</guimenu>\r
759 <guisubmenu>Acquisitions</guisubmenu>\r
760 <guimenuitem>Funds</guimenuitem>\r
761 </menuchoice>.</para>\r
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762<para><mediaobject>\r
763<alt>screenshot of fund tags</alt>\r
764\r
765<imageobject>\r
766<imagedata fileref="media/create-fund-1.png" scalefit="0"></imagedata>\r
767</imageobject>\r
768</mediaobject></para>\r
769</informalfigure>\r
770</step>\r
771\r
772<step>\r
773<informalfigure>\r
774<para>Click the hyperlinked name of fund you would like to add a tag to. The <guilabel>Fund Details</guilabel> screen will appear.</para>\r
775<para><mediaobject>\r
776<alt>screenshot of fund tags</alt>\r
777\r
778<imageobject>\r
81afcd9b 779<imagedata fileref="media/allocate-credit-fund-1.png" scalefit="0"></imagedata>\r
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780</imageobject>\r
781</mediaobject></para>\r
782</informalfigure>\r
783</step>\r
784\r
785<step>\r
786<informalfigure>\r
787<para>Click on the <guilabel>Tags</guilabel> tab.</para>\r
788<para><mediaobject>\r
789<alt>screenshot of fund tags</alt>\r
790\r
791<imageobject>\r
792<imagedata fileref="media/add-fund-tag-3.png" scalefit="0"></imagedata>\r
793</imageobject>\r
794</mediaobject></para>\r
795</informalfigure>\r
796</step>\r
797\r
798<step>\r
799<informalfigure>\r
800<para>Click <guibutton>Add Tag</guibutton>.</para>\r
801<para><mediaobject>\r
802<alt>screenshot of fund tags</alt>\r
803\r
804<imageobject>\r
805<imagedata fileref="media/add-fund-tag-1.png" scalefit="0"></imagedata>\r
806</imageobject>\r
807</mediaobject></para>\r
808</informalfigure>\r
809</step>\r
810\r
811<step>\r
812<informalfigure>\r
813<para>Select the tag from the drop down menu and click <guibutton>Add</guibutton>.</para>\r
814<para><mediaobject>\r
815<alt>screenshot of fund tags</alt>\r
816\r
817<imageobject>\r
818<imagedata fileref="media/add-fund-tag-2.png" scalefit="0"></imagedata>\r
819</imageobject>\r
820</mediaobject></para>\r
821</informalfigure>\r
822</step>\r
823</procedure>\r
824\r
825</simplesect>\r
826\r
827<simplesect xml:id="delete-fund-tag">\r
828<title>Delete a Fund Tag</title>\r
829\r
830<procedure>\r
831<step>\r
832<informalfigure>\r
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833<para>Select <menuchoice>\r
834 <guimenu>Admin</guimenu>\r
835 <guisubmenu>Acquisitions</guisubmenu>\r
836 <guimenuitem>Funds</guimenuitem>\r
837 </menuchoice>.</para>\r
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838<para><mediaobject>\r
839<alt>screenshot of fund tags</alt>\r
840\r
841<imageobject>\r
842<imagedata fileref="media/create-fund-1.png" scalefit="0"></imagedata>\r
843</imageobject>\r
844</mediaobject></para>\r
845</informalfigure>\r
846</step>\r
847\r
848<step>\r
849<informalfigure>\r
850<para>Click the hyperlinked name of fund you would like to delete a tag from. The <guilabel>Fund Details</guilabel> screen will appear.</para>\r
851<para><mediaobject>\r
852<alt>screenshot of fund tags</alt>\r
853\r
854<imageobject>\r
81afcd9b 855<imagedata fileref="media/allocate-credit-fund-1.png" scalefit="0"></imagedata>\r
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856</imageobject>\r
857</mediaobject></para>\r
858</informalfigure>\r
859</step>\r
860\r
861<step>\r
862<informalfigure>\r
863<para>Click on the <guilabel>Tags</guilabel> tab.</para>\r
864<para><mediaobject>\r
865<alt>screenshot of fund tags</alt>\r
866\r
867<imageobject>\r
868<imagedata fileref="media/add-fund-tag-3.png" scalefit="0"></imagedata>\r
869</imageobject>\r
870</mediaobject></para>\r
871</informalfigure>\r
872</step>\r
873\r
874<step>\r
875<informalfigure>\r
876<para>Click the blue <guibutton>X</guibutton> beside the tag you would like to delete.</para>\r
877<para><mediaobject>\r
878<alt>screenshot of fund tags</alt>\r
879\r
880<imageobject>\r
881<imagedata fileref="media/delete-fund-tag-1.png" scalefit="0"></imagedata>\r
882</imageobject>\r
883</mediaobject></para>\r
884</informalfigure>\r
885</step>\r
886\r
887<step>\r
888<informalfigure>\r
89c37991 889<para>Click <guibutton>OK</guibutton> to the pop up and the tag will be deleted.</para>\r
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890<para><mediaobject>\r
891<alt>screenshot of fund tags</alt>\r
892\r
893<imageobject>\r
894<imagedata fileref="media/delete-fund-tag-2.png" scalefit="0"></imagedata>\r
895</imageobject>\r
896</mediaobject></para>\r
897</informalfigure>\r
898</step>\r
899</procedure>\r
900\r
901</simplesect>\r
902\r
903</section>\r
904 \r
905</chapter>\r