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[sitka/doc/acquisitions.git] / admin / admin-acq-funding.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-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
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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
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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
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25</abstract>\r
26 \r
27\r
28 </info>\r
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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
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34\r
35<procedure>\r
36<step>\r
37<informalfigure>\r
38<para>Select <menuchoice><guimenu>Admin</guimenu>\r
39<guisubmenu>Server Administration</guisubmenu>\r
40<guisubmenu>Acquisitions</guisubmenu>\r
41<guimenuitem>Funding Sources</guimenuitem></menuchoice>.</para>\r
42<para><mediaobject>\r
43<alt>screenshot of funding sources</alt>\r
44\r
45<imageobject>\r
2688737a 46<imagedata fileref="media/create-funding-1.png" scalefit="1"></imagedata>\r
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47</imageobject>\r
48</mediaobject></para>\r
49</informalfigure>\r
50</step>\r
51\r
52<step>\r
53<informalfigure>\r
54<para>Click <guibutton>New Funding Source</guibutton>.</para>\r
55<para><mediaobject>\r
56<alt>screenshot of funding sources</alt>\r
57\r
58<imageobject>\r
2688737a 59<imagedata fileref="media/create-funding-2.png" scalefit="1"></imagedata>\r
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60</imageobject>\r
61</mediaobject></para>\r
62</informalfigure>\r
63</step>\r
64\r
65<step>\r
66<informalfigure>\r
67<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
68<para><mediaobject>\r
69<alt>screenshot of funding sources</alt>\r
70\r
71<imageobject>\r
72<imagedata fileref="media/create-funding-3.png" scalefit="0"></imagedata>\r
73</imageobject>\r
74</mediaobject></para>\r
75</informalfigure>\r
76</step>\r
77\r
78<step>\r
79<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
80If 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
81</step>\r
82\r
83<step>\r
84<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
85</step>\r
86\r
87<step>\r
88<para>Select a <guilabel>Currency</guilabel> from the drop down menu.</para>\r
89</step>\r
90\r
91<step>\r
92<informalfigure>\r
93<para>Click <guibutton>Save</guibutton>.</para>\r
94<para><mediaobject>\r
95<alt>screenshot of funding sources</alt>\r
96\r
97<imageobject>\r
98<imagedata fileref="media/create-funding-4.png" scalefit="0"></imagedata>\r
99</imageobject>\r
100</mediaobject></para>\r
101</informalfigure>\r
102</step>\r
103\r
104</procedure>\r
ad39aef9 105</section>\r
e81dc611 106\r
ad39aef9 107<section xml:id="edit-funding-source">\r
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108<title>Edit a Funding Source</title>\r
109\r
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110<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
111funding source can only be altered by <link linkend="apply-credit">applying credit to the funding source</link> or \r
112<link linkend="allocate-credit-funding-source">allocating credit from the funding source to a fund</link>.</para>\r
113\r
114<caution><para> Editing the currency of an active in use funding source is not recommended as it can have serious consequences.</para></caution>\r
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115\r
116<procedure>\r
117<step>\r
118<informalfigure>\r
119<para>Select <menuchoice><guimenu>Admin</guimenu>\r
120<guisubmenu>Server Administration</guisubmenu>\r
121<guisubmenu>Acquisitions</guisubmenu>\r
122<guimenuitem>Funding Sources</guimenuitem></menuchoice>.</para>\r
123<para><mediaobject>\r
124<alt>screenshot of funding sources</alt>\r
125\r
126<imageobject>\r
2688737a 127<imagedata fileref="media/create-funding-1.png" scalefit="1"></imagedata>\r
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128</imageobject>\r
129</mediaobject></para>\r
130</informalfigure>\r
131</step>\r
132\r
133<step>\r
134<informalfigure>\r
ad39aef9 135<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
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136<para><mediaobject>\r
137<alt>screenshot of funding sources</alt>\r
138\r
139<imageobject>\r
0270d65e 140 <imagedata fileref="media/edit-funding-1.png" width="100%" scalefit="1"></imagedata>\r
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141</imageobject>\r
142</mediaobject></para>\r
143</informalfigure>\r
144</step>\r
145\r
146<step>\r
147<informalfigure>\r
148<para>Make your changes and click <guibutton>Save</guibutton>.</para>\r
149<para><mediaobject>\r
150<alt>screenshot of funding sources</alt>\r
151\r
152<imageobject>\r
07d1ac9b 153 <imagedata fileref="media/edit-funding-2.png" scalefit="0"></imagedata>\r
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154</imageobject>\r
155</mediaobject></para>\r
156</informalfigure>\r
157</step>\r
158</procedure>\r
159\r
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160<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
161<para>A Funding Source can only be deleted if no credit has been applied to it.</para></note>\r
e81dc611 162\r
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163</section>\r
164\r
165<section xml:id="apply-credit">\r
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166<title>Apply Credits to a Funding Source</title>\r
167\r
168<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 169as there is no way in the staff client to edit the amount applied.</para>\r
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170<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
171the incorrect amount that has been allocated.</para></caution>\r
172\r
173<procedure>\r
174<step>\r
175<informalfigure>\r
176<para>Select <menuchoice><guimenu>Admin</guimenu>\r
177<guisubmenu>Server Administration</guisubmenu>\r
178<guisubmenu>Acquisitions</guisubmenu>\r
179<guimenuitem>Funding Sources</guimenuitem></menuchoice>.</para>\r
180<para><mediaobject>\r
181<alt>screenshot of funding sources</alt>\r
182\r
183<imageobject>\r
184<imagedata fileref="media/create-funding-1.png" scalefit="0"></imagedata>\r
185</imageobject>\r
186</mediaobject></para>\r
187</informalfigure>\r
188</step>\r
189\r
190<step>\r
191<informalfigure>\r
192<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
193<para><mediaobject>\r
194<alt>screenshot of funding sources</alt>\r
195\r
196<imageobject>\r
0270d65e 197 <imagedata fileref="media/apply-credit-funding-1.png" width="100%" scalefit="1"></imagedata>\r
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198</imageobject>\r
199</mediaobject></para>\r
200</informalfigure>\r
201</step>\r
202\r
203<step>\r
204<informalfigure>\r
205<para>Click <guibutton>Apply Credit</guibutton>.</para>\r
206<para><mediaobject>\r
207<alt>screenshot of funding sources</alt>\r
208\r
209<imageobject>\r
0270d65e 210 <imagedata fileref="media/apply-credit-funding-2.png" width="100%" scalefit="1"></imagedata>\r
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211</imageobject>\r
212</mediaobject></para>\r
213</informalfigure>\r
214</step>\r
215\r
216<step>\r
ad39aef9 217<para>Enter the amount to apply to this funding source.</para>\r
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218</step>\r
219\r
220<step>\r
221<para>Enter a note. This field is optional.</para>\r
222</step>\r
223\r
224<step>\r
225<informalfigure>\r
226<para>Click <guibutton>Apply</guibutton>.</para>\r
227<para><mediaobject>\r
228<alt>screenshot of funding sources</alt>\r
229\r
230<imageobject>\r
231<imagedata fileref="media/apply-credit-funding-4.png" scalefit="0"></imagedata>\r
232</imageobject>\r
233</mediaobject></para>\r
234</informalfigure>\r
235</step>\r
236\r
237<step>\r
ad39aef9 238<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
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239applied to the funding source. You may need to click <guibutton>Reload</guibutton> to view the <guilabel>Credits</guilabel> tab.</para>\r
240</step>\r
241</procedure>\r
242\r
ad39aef9 243</section>\r
e81dc611 244\r
ad39aef9 245<section xml:id="allocate-credit-funding-source">\r
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246<title>Allocate Credit to Funds - Funding Source Interface</title>\r
247\r
248<para>Once you have set up your funds, credit can be allocated to them from your funding sources in two ways:</para>\r
249\r
250<itemizedlist>\r
251<listitem><para>Allocate Credit to Fund - Funding Source Interface</para>\r
252</listitem>\r
253<listitem><para><link linkend="allocate-credit-funds">Allocate Credit to Fund - Fund Interface</link></para>\r
254</listitem>\r
255</itemizedlist>\r
256\r
257<para>To allocate credit using the Funding Source Interface:</para>\r
258\r
259<procedure>\r
260<step>\r
261<informalfigure>\r
262<para>Select <menuchoice><guimenu>Admin</guimenu>\r
263<guisubmenu>Server Administration</guisubmenu>\r
264<guisubmenu>Acquisitions</guisubmenu>\r
265<guimenuitem>Funding Sources</guimenuitem></menuchoice>.</para>\r
266<para><mediaobject>\r
267<alt>screenshot of funding sources</alt>\r
268\r
269<imageobject>\r
270<imagedata fileref="media/create-funding-1.png" scalefit="0"></imagedata>\r
271</imageobject>\r
272</mediaobject></para>\r
273</informalfigure>\r
274</step>\r
275\r
276<step>\r
277<informalfigure>\r
278<para>Click the hyperlinked name of the funding source.</para>\r
279<para><mediaobject>\r
280<alt>screenshot of funding sources</alt>\r
281\r
282<imageobject>\r
0270d65e 283 <imagedata fileref="media/apply-credit-funding-1.png" width="100%" scalefit="1"></imagedata>\r
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284</imageobject>\r
285</mediaobject></para>\r
286</informalfigure>\r
287</step>\r
288\r
289<step>\r
290<informalfigure>\r
291<para>Click <guibutton>Allocate to Fund</guibutton>.</para>\r
292<para><mediaobject>\r
293<alt>screenshot of funding sources</alt>\r
294\r
295<imageobject>\r
296<imagedata fileref="media/allocate-credit-funding-1.png" scalefit="0"></imagedata>\r
297</imageobject>\r
298</mediaobject></para>\r
299</informalfigure>\r
300</step>\r
301\r
302<step>\r
303<informalfigure>\r
304<para>From the <guilabel>Fund</guilabel> drop down menu, select the fund you would like to allocate credit to.</para>\r
305<para><mediaobject>\r
306<alt>screenshot of funding sources</alt>\r
307\r
308<imageobject>\r
309<imagedata fileref="media/allocate-credit-funding-2.png" scalefit="0"></imagedata>\r
310</imageobject>\r
311</mediaobject></para>\r
312</informalfigure>\r
313</step>\r
314\r
315<step>\r
316<para>Enter the amount that you would like to allocate.</para>\r
317</step>\r
318\r
319<step>\r
320<para>Enter a note. This field is optional.</para>\r
321</step>\r
322\r
323<step>\r
324<informalfigure>\r
325<para>Click <guibutton>Apply</guibutton>.</para>\r
326<para><mediaobject>\r
327<alt>screenshot of funding sources</alt>\r
328\r
329<imageobject>\r
330<imagedata fileref="media/allocate-credit-funding-3.png" scalefit="0"></imagedata>\r
331</imageobject>\r
332</mediaobject></para>\r
333</informalfigure>\r
334</step>\r
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335\r
336<step>\r
337<para>The <guilabel>Allocations</guilabel> tab will display all allocations made to funds out of this funding source. \r
338See <link linkend="track-debit-credit">Track Debits and Credits</link> for more information.</para>\r
339</step>\r
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340</procedure>\r
341\r
ad39aef9 342</section>\r
e81dc611 343\r
ad39aef9 344<section xml:id="track-debit-credit">\r
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345<title>Track Debits and Credits</title>\r
346\r
347<informalfigure>\r
ad39aef9 348<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
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349<para><mediaobject>\r
350<alt>screenshot of funding sources</alt>\r
351\r
352<imageobject>\r
0270d65e 353 <imagedata fileref="media/track-debit-funding-1.png" width="100%" scalefit="1"></imagedata>\r
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354</imageobject>\r
355</mediaobject></para>\r
356</informalfigure>\r
357\r
358<informalfigure> \r
359<para>The <guilabel>Credits</guilabel> tab tracks all credits applied to the funding source. After applying credit you will need to click \r
360<guibutton>Reload</guibutton> to view the <guilabel>Credits</guilabel> tab. </para>\r
361<para><mediaobject>\r
362<alt>screenshot of funding sources</alt>\r
363\r
364<imageobject>\r
0270d65e 365 <imagedata fileref="media/track-debit-funding-2.png" width="100%" scalefit="1"></imagedata>\r
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366</imageobject>\r
367</mediaobject></para>\r
368</informalfigure>\r
369\r
370<informalfigure>\r
371<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
372<guibutton>Reload</guibutton> to view the <guilabel>Allocations</guilabel> tab.</para>\r
373<para><mediaobject>\r
374<alt>screenshot of funding sources</alt>\r
375\r
376<imageobject>\r
0270d65e 377 <imagedata fileref="media/track-debit-funding-3.png" width="100%" scalefit="1"></imagedata>\r
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378</imageobject>\r
379</mediaobject></para>\r
380</informalfigure>\r
381\r
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382</section>\r
383\r
384\r
385 \r
386</chapter>\r