Guide to Setting up Fund Management in Acquisitions Module
Before you even login to the Acquisitions Server there are some ducks you should have in a row and we'd like to assist you in getting there in hopes of making the process a bit
Please refer to the Administration Functions in the Acquisitions Module document if you have questions about “how” to perform tasks in the software or for further explanations of
terms used here.
Fund Management – probably the most twicky and unforgiving piece -a bit like your auditor!
Your library system probably already has the acquisitions financial structure set up – this is the information you are going to need to perform the administrative
set-up in the Acquisitions Module. Best Practices would recommend you identify and organize this information first – if there is a document describing the
structure you are ahead of the game! If not, to asst you in organizing your information you can use this guide:
For the purposes of this test you should decide how much of your library system's financial acquistions structure you want to duplicate. We ask only that in a mulit-
branch environment you set up enough structure to test any interaction your branches and headquarters staff will need with the Acquisitions Module.
Once you put money in a funding source, give it a credit or allocate money to a fund you cannot edit or delete the funding source or the fund . In other words,
if you make a mistake of any kind you can't fix it once the funding source has money/credit. So the warning: Set up your fund structure first. Allocate last.
This is why the Wait above the credit columns, so the allocation will be done last.
Four Easy Steps to Fund Management Setup
Step 1 Set up Funding Sources
Funding Source What funding sources do you want to set up?
The owner indicates the organizational unit(s) whose staff can use this funding source. For each Funding Source, who is the highest org
Funding Source Owner
Funding Source Code This is the “name” you'll see and use most often for the funding source – no limit on characters. You'll need one for each funding source.
Funding Source Currency What currency will you use? Most likely US Dollars
List Here: Wait
Funding Source Source Owner Source Code Currency Source Credit
Step 2 Setting Up Funds
Money (credit) is put into funding sources and then allocated to funds.
Fund Name / Code Each org unit can have a fund with the same name and properties. Branch 1 can have J Books and so can Branch 2 as long as the Fund Org Unit is different.
Fund Org Unit When a funding source provides the library with dollars, how do you allocate the money, to what org unit(s)?
Fund Name Fund Code Fund Year Fund Org Unit Fund Credit Fund Currency Stop % Warning % Propagate? Rollover? Fund Tags
Step 3 Fund Tags
You can apply tags to funds so that you can group funds for easy reporting. For example, you have three funds for children’s materials: Children's Board
Books, Children's DVDs, and Children's CDs. Assign a fund tag of “children’s” to each fund. When you need to report on the amount that has been spent on
all children’s materials, you can run a report on the fund tag to find total expenditures on children’s materials rather than reporting on each individual fund.
Step 4 Wait Allocation
Congratulations on waiting!
After you have your funds and funding source information set up to your satisfaction, go back and supply your funding sources with dollars and then allocate
to the funds. As always there is more than one way to perform a task. The recommendation to “go back and supply your funding sources with dollars” after
you've already traveled these paths is because you can not correct errors once a source or fund contains dollars.