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acq:fundingsources [2019/06/27 02:11] – [Funding Sources] tlittleacq:fundingsources [2022/01/11 18:22] (current) – [Track debits and credits] tlittle
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 Funding sources should be created for each source your library receives collection funding from. Funding sources should be created for each source your library receives collection funding from.
  
-1. Select **Administration->Acquisitions Administration->Funding Sources**.+1. Select **Administration->Acquisitions Administration->Fund Administration**.
  
-{{:acq:pasted:20180703-130910.png?400}}+2. This is a unified page for funds, funding sources, and funds. To access funding sources, click the second tab for **Funding Sources**.
  
-2. Click //New Funding Source.//+{{:acq:pasted:20220111-123719.png?direct&400}}
  
-{{ :acq:manual:14_fundsource_create_2.png?nolink |}}+3. Click **New Funding Source.**
  
-3. Enter a //Funding Source Name.// There is no limit to the number of characters that can be entered in this field.+{{:acq:pasted:20220111-124355.png?direct&400}}
  
-{{ :acq:manual:14_fundsource_create_3.png?nolink |}}+4. This will open the editor to create a new funding source. The required fields are:
  
-4. Select an //Owner// from the drop down menu. The owner indicates the organizational unit(s) whose staff can use this funding source. 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.+{{:acq:pasted:20220111-124613.png?direct&600}}
  
-5. Create a unique //Code// for the source. There is no limit to the number of characters that can be entered in this field.+  * **Name** - There is no limit to the number of characters that can be entered in this field.\\ 
 +  * **Code** - This is what the funding source will be identified by throughout Acquisitions, so it should be meaningful.\\ 
 +  * **Active** - Should be checked\\ 
 +  * **Currency** - The currency that the money is in. For most PINES libraries, this will be US Dollars\\ 
 +  * **Owner** - This field defaults to filling in your workstation library. __Make sure to change it to your ordering agency.__
  
-6. Select a //Currency// from the drop-down menu. This is the currency that the funding source gives you. +5. Click //Save.//
- +
-7. Click //Save.//+
  
  
 ===== Edit a Funding Source ===== ===== Edit a Funding Source =====
-Editable fields are:\\ 
-  * funding source name, 
-  * owner, 
-  * code, and 
-  * currency 
  
 <note warning>Editing the currency of an active in-use fund is not recommended. It can have serious consequences.</note> <note warning>Editing the currency of an active in-use fund is not recommended. It can have serious consequences.</note>
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 <note warning>**You are unable to edit the balance of your funding source.** The balance of a funding source can only be altered by [[acq:funds#apply credits to a funding source|adding credit]] or [[acq:funds#allocate credit to funds|allocating credit from another fund]].</note> <note warning>**You are unable to edit the balance of your funding source.** The balance of a funding source can only be altered by [[acq:funds#apply credits to a funding source|adding credit]] or [[acq:funds#allocate credit to funds|allocating credit from another fund]].</note>
  
-1. Select Admin->Acquisitions Administration->Funding Sources.+1. Select **Administration->Acquisitions Administration->Fund Administration**.
  
-2. Double-click __in the row__, not on the linked name, you would like to edit. A pop-up box will appear in which you can edit fields.+2. Select the **Funding Sources** tab.
  
-{{ :acq:manual:14_fundsource_edit_4.png?nolink |}}+3. Change Library to your normal ordering agency.
  
-3. Make your changes and click //Save.//+4. From the list of funding sources, double-click on the __row__ of the funding source you want to edit. (Do not click the hyperlinked name, that will take you elsewhere.) 
 + 
 +5. Make your changes and click //Save.//
  
 ===== Delete a funding source ===== ===== Delete a funding source =====
  
-A funding source can only be deleted if no credit has been applied to it. Ensure you apply the correct amount of credit to each funding source as there is no way in the staff client to edit the amount applied.+A funding source can only be deleted if no credit has been applied to it. The only circumstance you are able to delete funding sources is if you create one in error, before you do any other work with it.
  
-Delete a funding source by checking the box of the funding source you wish to delete and clicking //Delete Selected.// There will be no confirmation message/action.+If this is the case, you can delete it by following the steps below: 
 + 
 +1. Go to the funding sources tab at **Administration->Acquisitions Administration->Fund Administration.** 
 + 
 +2. Change the Library to your ordering agency. 
 + 
 +3. For the funding source you would like to delete, check the ticky box to its left. 
 + 
 +4. From the Actions menu, choose **Delete Selected.** 
 + 
 +{{:acq:pasted:20220111-125654.png?direct&400}} 
 + 
 +5. You will get a confirmation that you wish to delete the funding source. Click Confirm.
  
 <note important>In the event that an incorrect amount is allocated to a funding source, and the mistake is found before any funds are encumbered, please submit a Helpdesk ticket. Include the name and ID of the funding source along with the incorrect amount that has been allocated and how much should have been allocated.</note> <note important>In the event that an incorrect amount is allocated to a funding source, and the mistake is found before any funds are encumbered, please submit a Helpdesk ticket. Include the name and ID of the funding source along with the incorrect amount that has been allocated and how much should have been allocated.</note>
  
-===== Apply credits to a funding source =====+===== Deactivate a funding source ===== 
 +If you have already applied credits to a funding source and no longer wish to use it, you can deactivate a funding source so that it will not be eligible to have credits applied to it or allocations made from it.
  
-1. Select Admin->Acquisitions Administration->Funding Sources.+<note>This is a routine part of closing out previous years' funding sources.</note>
  
-2. Click on the hyperlinked name of the funding source you would like to apply credit to. This takes you to the //Funding Source Details// screen.+Deactivated funding sources will still appear in the list of funding sources for your ordering agency, but you will notice that in the "Active" column, they will have a grey "No" rather than the green "Yes."
  
-{{ :acq:manual:14_fundsource_applycr_5.png?nolink |}}+To deactivate a funding source, [[acq:fundingsources#edit_a_funding_source|edit the funding source]] and uncheck the box for "Active." Then hit Save.
  
-3. Click //Apply Credit.//+Your list of funding sources will refresh and you will see your funding source is now inactive.
  
-{{ :acq:manual:14_fundsource_applycr_6.png?nolink |}}+===== Apply credits to a funding source =====
  
-4. Enter the amount to apply to this funding source.+1. Select **Administration->Acquisitions Administration->Fund Administration**.
  
-5. Enter a note (optional).+2. Click on the "Funding Sources" tab.
  
-6. Click //Apply//.+3. Change the Library to your ordering agency.
  
-7. The //Summary// tab will update to reflect the credit applied. The //Credits// tab will display all credits that have been applied to the funding source. You may need to click //Reload// to view the tabs.+4. From the list of funding sources, click on the hyperlinked name of the funding source you would like to apply credit to. This takes you to the //Funding Source Details// screen.
  
-{{ :acq:manual:14_fundsource_applycr_7.png?nolink |}}+{{:acq:pasted:20220111-130333.png?direct&600}}
  
 +3. Click //Apply Credit.// This will open the editor to apply the credit.
 +
 +{{:acq:pasted:20220111-130430.png?direct}}
 +  * Amount - Required. Enter amounts without the dollar sign.
 +  * Note - Optional
 +  * Effective Date - //Do not use//
 +  * Deadline Date - //Do not use//
 +
 +4. Click //Save.//
 +
 +7. You will see your credit in the list of credits to this funding source. You can now click //Close// to return to the list of funding sources.
  
  
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 To allocate credit using the funding source interface: To allocate credit using the funding source interface:
  
-1. Select Admin->Acquisitions Administration->Funding Sources.+1. Select **Administration->Acquisitions Administration->Fund Administration**.
  
-2. Click the hyperlinked name of the funding source.+2. Click the "Funding Source" tab.
  
-{{ :acq:manual:14_fundsource_allocate_8.png?nolink |}}+3. Set the Library field to your normal ordering agency.
  
-3. Click //Allocate to Fund.//+4. Click the hyperlinked name of the funding source.
  
-4. From the Fund drop down menu, select the fund you would like to allocate credit to.+5. Select the "Allocations" tab, then **Allocate to Fund**.
  
-{{ :acq:manual:14_fundsource_allocate_9.png?nolink |}}+{{:acq:pasted:20220111-131015.png?direct&400}} 
 +{{:acq:pasted:20220111-131115.png?direct&400}}
  
-5. Enter the amount you would like to allocate.+3. Click //Allocate to Fund.// This will open the editor to create an allocation.
  
-6. Enter a note //(optional)//.+{{:acq:pasted:20220111-131429.png?direct}}
  
-7. Click //Apply.//+  * **Fund** - Select the fund that you want to allocate the money to. 
 +  * **Amount** - Enter the amount to be allocated. Do not enter dollar signs. 
 +  * **Note** - //Optional// 
 + 
 +Click Save.
  
 8. The //Allocations// tab will display all allocations made to funds out of this funding source. See [[acq:fundingsources#track debits and credits|track debits and credits]] for more information. 8. The //Allocations// tab will display all allocations made to funds out of this funding source. See [[acq:fundingsources#track debits and credits|track debits and credits]] for more information.
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 ===== Track debits and credits ===== ===== Track debits and credits =====
  
-You can track credits to and allocations from for each funding source through the //Summary// tab on the //Funding Source Details// screen. +From the main list of funding sources, you can get a quick view of the balance/allocations/credits of each of your funding sources.
- +
-{{ :acq:manual:14_fundsource_track_11.png?nolink |}}+
  
-The //Credits// tab tracks all credits applied to the funding source. After applying credit you will need to click //Reload// to view the //Credits// tab.+{{:acq:pasted:20220111-131930.png?direct}}
  
-{{ :acq:manual:14_fundsource_track_12.png?nolink |}}+If you do not see these columns, check to be sure that they are visible by clicking the gear icon above the grid and making sure that they have a green check mark next to them in the list.
  
-The //Allocations// tab tracks all allocations from the funding source to funds. After allocating to a fund, you will need to click //Reload// to view the //Allocations// tab.+To get details of what credits and/or allocations have been made from a particular funding source, click the hyperlinked name of the funding source.
  
-{{ :acq:manual:14_fundsource_track_13.png?nolink |}}+This will open the //Credits// tab, and show a list of all credits that have been applied to this funding source, including the date that they were applied (i.e. Effective Date).
  
 +To see allocations, click the //Allocations// tab. This will show a list of all amounts that have been allocated to funds, including the hyperlinked code of the fund, as well as when the allocation was made and the user who created it.
acq/fundingsources.1561601461.txt.gz · Last modified: 2019/06/27 02:11 by tlittle