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