Merge branch 'Acq26'

[sitka/doc/acquisitions.git] / admin / admin-acq-funding.xml

<?xml version='1.0' encoding='UTF-8'?>\r
<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
   xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="admin-acq-funding">\r
   <info>\r
      <title>Funding Sources</title>\r
      <legalnotice>\r
         <para><emphasis role="bold">Adapted with permission from original material by the <link\r
                  xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf"\r
                  xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf">Evergreen\r
                  Community</link></emphasis></para>\r
      </legalnotice>\r
      \r
     \r
\r
      <abstract>\r
         <para>In the funding sources interface you can create funding sources, allocate credit to funding sources, and apply credit to funds.  Funding sources \r
allow you to specify the sources that contribute monies to your fund(s), such as your municipal government, grants, and donations.  \r
You can create as few or as many funding sources as you need. </para>\r
\r
<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
years, 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
year to the matching source.</para>\r
\r
</abstract>\r
      \r
\r
   </info>\r
\r
\r
<section xml:id="create-funding-source">\r
<title>Create a Funding Source</title>\r
<para>Funding sources should be created for each source your library receives collection funding from.</para>\r
\r
<procedure>\r
<step>\r
<informalfigure>\r
<para>Select <menuchoice><guimenu>Admin</guimenu>\r
<guisubmenu>Server Administration</guisubmenu>\r
<guisubmenu>Acquisitions</guisubmenu>\r
<guimenuitem>Funding Sources</guimenuitem></menuchoice>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/create-funding-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>New Funding Source</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/create-funding-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<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
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/create-funding-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<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
If 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
</step>\r
\r
<step>\r
<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
</step>\r
\r
<step>\r
<para>Select a <guilabel>Currency</guilabel> from the drop down menu.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Save</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/create-funding-4.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
</procedure>\r
</section>\r
\r
<section xml:id="edit-funding-source">\r
<title>Edit a Funding Source</title>\r
\r
<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
funding source can only be altered by <link linkend="apply-credit">applying credit to the funding source</link> or \r
<link linkend="allocate-credit-funding-source">allocating credit from the funding source to a fund</link>.</para>\r
\r
<caution><para> Editing the currency of an active in use funding source is not recommended as it can have serious consequences.</para></caution>\r
\r
<procedure>\r
<step>\r
<informalfigure>\r
<para>Select <menuchoice><guimenu>Admin</guimenu>\r
<guisubmenu>Server Administration</guisubmenu>\r
<guisubmenu>Acquisitions</guisubmenu>\r
<guimenuitem>Funding Sources</guimenuitem></menuchoice>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/create-funding-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<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
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/edit-funding-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Make your changes and click <guibutton>Save</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/edit-funding-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
</procedure>\r
\r
<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
<para>A Funding Source can only be deleted if no credit has been applied to it.</para></note>\r
\r
</section>\r
\r
<section xml:id="apply-credit">\r
<title>Apply Credits to a Funding Source</title>\r
\r
<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
as there is no way in the staff client to edit the amount applied.</para>\r
<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
the incorrect amount that has been allocated.</para></caution>\r
\r
<procedure>\r
<step>\r
<informalfigure>\r
<para>Select <menuchoice><guimenu>Admin</guimenu>\r
<guisubmenu>Server Administration</guisubmenu>\r
<guisubmenu>Acquisitions</guisubmenu>\r
<guimenuitem>Funding Sources</guimenuitem></menuchoice>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/create-funding-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<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
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/apply-credit-funding-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Apply Credit</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/apply-credit-funding-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>Enter the amount to apply to this funding source.</para>\r
</step>\r
\r
<step>\r
<para>Enter a note.  This field is optional.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Apply</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/apply-credit-funding-4.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<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
applied to the funding source.  You may need to click <guibutton>Reload</guibutton> to view the <guilabel>Credits</guilabel> tab.</para>\r
</step>\r
</procedure>\r
\r
</section>\r
\r
<section xml:id="allocate-credit-funding-source">\r
<title>Allocate Credit to Funds - Funding Source Interface</title>\r
\r
<para>Once you have set up your funds, credit can be allocated to them from your funding sources in two ways:</para>\r
\r
<itemizedlist>\r
<listitem><para>Allocate Credit to Fund - Funding Source Interface</para>\r
</listitem>\r
<listitem><para><link linkend="allocate-credit-funds">Allocate Credit to Fund - Fund Interface</link></para>\r
</listitem>\r
</itemizedlist>\r
\r
<para>To allocate credit using the Funding Source Interface:</para>\r
\r
<procedure>\r
<step>\r
<informalfigure>\r
<para>Select <menuchoice><guimenu>Admin</guimenu>\r
<guisubmenu>Server Administration</guisubmenu>\r
<guisubmenu>Acquisitions</guisubmenu>\r
<guimenuitem>Funding Sources</guimenuitem></menuchoice>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/create-funding-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click the hyperlinked name of the funding source.</para>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/funding-source-funding-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Allocate to Fund</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/allocate-credit-funding-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>From the <guilabel>Fund</guilabel> drop down menu, select the fund you would like to allocate credit to.</para>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/allocate-credit-funding-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>Enter the amount that you would like to allocate.</para>\r
</step>\r
\r
<step>\r
<para>Enter a note. This field is optional.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Apply</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/allocate-credit-funding-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>The <guilabel>Allocations</guilabel> tab will display all allocations made to funds out of this funding source.  \r
See <link linkend="track-debit-credit">Track Debits and Credits</link> for more information.</para>\r
</step>\r
</procedure>\r
\r
</section>\r
\r
<section xml:id="track-debit-credit">\r
<title>Track Debits and Credits</title>\r
\r
<informalfigure>\r
<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
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/track-debit-funding-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<informalfigure>  \r
<para>The <guilabel>Credits</guilabel> tab tracks all credits applied to the funding source.  After applying credit you will need to click \r
<guibutton>Reload</guibutton> to view the <guilabel>Credits</guilabel> tab. </para>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/track-debit-funding-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<informalfigure>\r
<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
<guibutton>Reload</guibutton> to view the <guilabel>Allocations</guilabel> tab.</para>\r
<para><mediaobject>\r
<alt>screenshot of funding sources</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/track-debit-funding-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
</section>\r
\r
\r
   \r
</chapter>\r