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WorkFlows Java Client

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									WorkFlows Java Client Add, Modify, Duplicate and Delete Fund Wizards
Before adding a new fund, search for the proposed fund number using the Display Fund (All Cycles) wizard to make sure the fund has not been assigned previously. If the fund number has already been assigned, the fund record will appear; otherwise a “Fund Not Found” window will appear. Display Fund (All Cycles)

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Add Fund Wizard
The Add Fund wizard guides you through the process of creating a master fund record. Select the Add Fund Wizard on the left under the Funds group.

Click the Fund Information tab and type a new Fund ID. Fund IDs must not contain spaces or have more than 20 characters. (See pages 5-6 for details on our fund ID structure). Type a Name, Account Number, and the Fund Levels. The Account number consists of the center number and general ledger account number used to post expenditures and credits in the general ledger. Example: for non restricted funds, Central’s center number is 1532220000 and the ledger account number identifies expenditure type. These include 74500 for books, 74520 for binding, 74530 for electronic, 74550 for serials/periodicals. Format of the number should be the center number (no spaces), a comma, then the general ledger account number. <1532220000,74500> For restricted funds, be sure to use the correct restricted center number.

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Click the Fund Cycle Information tab. The Fiscal field displays the fiscal cycle selected in Session Settings. In the Budget Amount box, type an amount. Make selections for the other fund cycle fields. (For more information about fund cycle selections, see Fund Cycle Field Information Descriptions on pages 7-9).

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Click the Extended Information tab and type any Notes or Comments about this fund—date created, restricted for specific purchases, fund shifts, etc.. Use the “Comment” field if you want the information to carry forward to future fiscal years. Use the “Note” field if the information is applicable to that one fiscal cycle.

Click Create Fund, and a Record Created dialog box appears. Click OK. After creating a fund, you can click one of the following options.
  

Modify Fund after you make changes to the new fund. Create Another Fund to add another new fund. Close to quit the Create Fund wizard.

Notes: A fund and fund cycle for the fiscal cycle defined by your Session Settings is created whether or not you actively enter Budget Cycle information at this time. Defaults can be set in the Add Fund properties which will automatically fill in selected fields when you create a new fund records. Examples include center number in the account number, your library in Level 1, percentages, blocks, etc. 4

Fund ID Numbers
In Acorn, the Fund ID is an 8 digit number. These 8 digits can be broken down into groups of 2, as follows: XX000000 (LIBRARY) The first two digits represent the Library. They are equivalent to LEVEL 1 of the Fund. 01 = Library Administration 05 = VU Electronic Publications 10 = Technical Services Funds 23 = Peabody 24 = Engineering 43 = Law 46 = Management 48 = Biomedical 51 = Music 68 = Divinity 84 = Special Collections 90 = Central 95 = Science 00XX0000 (Material/Order Type) The second two digits represent the type of material or order. They are equivalent to LEVEL 2 of the fund. 00 = Gift 01 = Approval 02 = Books 04 = Book Continuations 05 = Serial Backfiles 06 = Periodicals 07 = New Periodicals 08 = Serials 09 = New Serials 22= Year End 25= Year End Backfiles 90 = Binding 99= Replacement 0000XX00 (Subject) The third group of digits represents the subject area of the material. They are equivalent to LEVEL 3 of the fund, and they correspond directly with the ITEM CAT 1 in the bibliographic record. (Corresponding library code is in parentheses.) (90) 02 = African American (90) 03 = Art (90) 04 = Anthropology (General) (95) 06 = Astronomy (95) 09 = General Biology (95) 10 = Molecular Biology (95) 11 = Chemistry (90) 17 = Comparative Literature

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(90) 18 = Classical Studies (90) 20 = Drama and Speech / Communications / Theatre (90) 21 = East Asian (90) 22 = Economics/Business Administration (24) 24 = Engineering General (24) 25 = Chemical Engineering (24) 26 = Civil/Environmental Engineering (24) 27 = Electrical/Biomed Engineering (24) 29 = Mechanical Engineering (24) 30 = Computer Engineering (90) 31 = English (90) 32 = Film Studies (90) 33 = European Studies (90) 34 = French/Italian (96) 38 = Geography (95) 39 = Geology (90) 40 = German/Comparative Literature (90) 41 = History (90) 42 = Latin American Studies (90) 45 = Linguistics (95) 47 = Mathematics (90) 56 = Philosophy (95) 59 = Physics (90) 61 = Political Science (90) 66 = Psychology (may also be used with Library code 23 for Peabody titles) (90) 71 = Russian/Slavic (90) 77 = Sociology (90) 83 = Spanish/Portuguese (90) 86 = Women's Studies (90) 89 = Social Science Workbooks/Datatapes (96) 90 = General (Central = 9000, Science = 9001) (96) 96 = Reference (Central = 9600, Science = 9601) (99) 99 = Replacement (Central = 9900, Science = 9901) 000000XX (Type of funding) These two digits further describe the specific fund, and relate loosely to LEVEL 4 of the fund. In general, these digits are both "0" for non-restricted funds, though they have also been used to further identify some specific approval funds within given subject areas (ex. 90018312 = Spanish/Portugues Inca Approvals). Numbers that are less than 50 have been used in the past for endowed funds, 50 and higher have been used for non-endowed funds. 8X identifies VLEF funds.
01/20/2005; Mary Ellen Wilson http://staffweb.library.vanderbilt.edu/rs/techserv/OrderServices/Ordering/FundID.html

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Fund Cycle Information Field Definitions
Block Over Encumbrance This field can prevent the workstation operator from placing additional orders or encumbrances against a fund cycle that has reached the amount determined in the Encumbrance Percentage field. When Block Over Encumbrance field of a fund cycle is selected, the Ordering Active field is automatically cleared when a blocked fund reaches its percent encumbrance allowed level. Block Over Expenditure This field can prevent the workstation operator from making additional payments against a fund cycle that has reached the amount determined in the Expenditure Percentage field. When Block Over Expenditure field of a fund cycle is selected, the Payment Active field is automatically cleared when a blocked fund reaches its percent expenditure allowed level. Budget Amount For each fund cycle, you can specify an amount budgeted. The budget amount must contain a number from 0 to 2,000,000,000. The system can indicate the native currency of the library and implied decimal values. Example Five thousand dollars may be entered any of the following ways: $5000.00, 5000.00, $5000., or 5000. If the Automatically Add Audit Trail To field is selected, values display in the selected extended information entry exactly as entered. In this case, type values consistently either with or without decimal values and any desired currency symbol. As orders are added or canceled against a fund cycle, Unicorn keeps fund cycle information current with each transaction. This amount does not serve as a block on the amount that may be encumbered or spent, but as a warning. Unicorn allows you to edit the fund as needed and revise budget figures as they might be adjusted throughout the year. Use the word NOLIMIT instead of a numeric allocation if there is no figure that can be entered (as in the case of a GIFT fund), or when a budget figure is not yet known. Budget cycle settings related to encumbrance and expenditure are ignored when the budget amount is NOLIMIT. Encumbrance Percentage This field allows you to set a limit on the percentage of funds that can be committed to spend before Unicorn sends you a warning. For example, you may type 100%, meaning you may create orders for a fund that are committed to spend the entire budgeted amount. However, you may want to be warned when ordered items encumber a certain percentage of the whole amount. For example, if a fund is set for 90%, when the encumbered amount reaches 90% of the total budgeted amount, Unicorn displays a warning when an order is created that is encumbering an amount from this particular fund. If no value is entered, the system will begin warnings with 0% of the budgeted amount. This warning does not prohibit you from continuing to commit money for additional materials from this fund, unless the Block Over Encumbrance field is selected. The default Encumbrance Percentage and Block Over Encumbrance values are defined in the Add Fund wizard’s properties.

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Expenditure Percentage The Expenditure Percentage field allows you to set a limit on the percentage of funds that can be spent before Unicorn sends you a warning. When invoicing or paying against an orderline’s funding segment, the system checks this field for an over expenditure. For example, you may type 100%, meaning you may pay invoices (or directly pay orders) for a fund until the entire budgeted amount is spent. However, you may want to be warned when a certain percentage of the whole amount has been spent. For example, if a fund is set for 90%, when the expended amount reaches 90% of the total budgeted amount, Unicorn displays a warning when an order or invoice is paid using this particular fund. If no value is entered, the system will permit the expenditure of 100% of the budgeted amount before warning the workstation operator. This warning does not prohibit you from continuing to spend money for additional materials from this fund, unless the Block Over Expenditure field is selected. The default Expenditure Percentage and Block Over Expenditure values are defined in the Add Fund wizard’s properties. Fiscal Cycle (or Fiscal or Cycle) This field identifies a particular funding period. The funding period can be set up in quarters, calendar years, or fiscal years. When you are looking up orders, the fiscal cycle field defaults to the session setting for fiscal cycle. You can override the default by entering another valid fiscal cycle. If you select ALL from the drop-down list when you look up orders, you need to type specific order ID to display orders across cycles. All lines will be available for display, regardless of any value entered in the Order Line field. A fiscal cycle is typically associated with every order, vendor cycle, or fund cycle. The number of fiscal cycles that an order, vendor, or fund has been used in Unicorn is sometimes displayed in a Cycle or Cycles field. The year may be indicated with the labels: Fiscal, Cycle. When we initially set up WorkFlows, we decided to use the four digits of the last year of our “split calendar” fiscal year to indicate our fiscal year. Examples: 2004/2005 year is 2005; 2005/2006 year is 2006. Free Balance Unicorn tracks the fund balance that is still available to encumber or pay orders. The free balance is that portion of the budget neither committed (encumbered) nor spent (paid). In addition, the free balance may display as a percentage of the budgeted amount. Invoiced Unicorn tracks the total number of items entered on invoice records. If the library does not link invoices to orders, this field remains empty. This field may display for the entire order or a particular orderline. In a summary, this number is the total for the list of orderlines. Note: Once an order amount is invoiced, it is no longer encumbered.

Ordered Unicorn tracks the total number of items ordered. A Copies Ordered value is maintained at the individual order level, the orderline level, for a particular fund, or for a particular vendor. If this value is displayed in a vendor summary, it is the total number of items

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ordered for all the vendors or all the cycles in the display. In a summary of orderlines, this number is the total for the list of orderlines. Canceled items and removed line items are automatically deducted from this figure. Ordering Active When selected, this field allows you to order materials using the displayed fund cycle. If you clear the field, orders cannot be placed using this fund cycle. You might clear this field when you have encumbered all of the budgeted amount for the fund, or if you library has had a budget freeze for the particular fund. If the Block Over Encumbrance field is selected, the Ordering Active field is automatically selected when Encumbrance Percentage limit has been reached. Paying Active When selected, this field allows you to pay for materials using the displayed fund cycle, either with an invoice, or paying the order directly. If you clear the field, invoices and orders cannot be paid using this fund cycle. You might select the Ordering Active field and clear the Paying Active field to keep from spending funds you don’t have yet. If the Block Over Expenditure field is selected, the Paying Active field is automatically selected when Expenditure Percentage limit has been reached. Overencumbered/spent The Fund Cycle Information tab will display the message "Fund overencumbered/spent" when the fund is overencumbered. The encumbered amount is the money committed to be spent from a particular fund. When a fund is overencumbered, the encumbered amount exceeds the fund budget amount.

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Modify Fund Wizard
The Modify Fund wizard guides you through the process of modifying master fund information or a specific fund cycle information. Select Modify Fund wizard on the left under the Funds groups. In the Fund Search step, identify the fund and cycle you want to modify. This wizard includes a Fund Level Search type. To further qualify your search, click the Fund Level option and select search values for the different fund levels.

A table of funds meeting your search criteria appears. Your selected search options appear just above this table. Note: An overencumbered/spent alert will appear next to funds that are overencumbered. Select a fund, and click Modify This Fund.

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Review and modify the information on all the tabs carefully to determine that your fund is set up properly. Fund Information (no changes) Fund Cycle Information (changed percentages) Extended Information (no changes)

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If you want to be able to modify the fund budget in the Modify Fund wizard, make sure that the “Allow Modification of Budget Amount” box is checked on the Behavior tab of the Modify Fund properties. To see the tab, right click on the Modify Fund wizard and select “Properties”. The Behavior and Defaults tabs will appear.

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You can use the Display All Cycle Information helper (left icon at the top of the fund level search screen) to review financial information for all fund cycles of this fund.

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The Add Fund Cycle helper (right icon at the top of the fund level search screen) is available for you to add a new cycle when modifying this fund. (This function is usually unnecessary since a new fiscal cycle is created as part of the year-end close and roll forward procedures).

Click Modify This Fund after you have completed modification of the fund values. A message will appear confirming that the record was updated. Click OK.

After modifying a fund, you can click one of the following options.
  

Modify This Fund after you make more changes to this fund Modify Another Fund to modify a different fund or fund cycle Close to quit the Modify Fund wizard

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Duplicate Fund Wizard
The Duplicate Fund wizard guides you through the process of duplicating a master fund or a specific fund cycle. Select the Duplicate Fund Wizard on the left under the Funds group. In the Fund Search, identify the fund and cycle you want to duplicate. You may search for a single fund or click the Fund Level option and select search values for the different fund levels.

A table of funds meeting your search criteria appears. Your selected search options appear just above this table. Select the fund to duplicate, and click Duplicate This Fund.

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On the Fund Information tab, type the required New Fund ID. Fund IDs must not contain spaces; the maximum length for this field is 20 characters.

Review the information on the following tabs carefully to determine that your fund is set up properly. Fund Information Fund Cycle Information Extended Information After you have reviewed the current fund values, click Duplicate This Fund. A message will appear confirming you have created a record. Click OK.

Note: This wizard duplicates basic fund information and extended information; however, fund cycle information is not duplicated, even though you have searched by fund cycle. After duplicating a fund, you can click one of the following options.
  

Modify after you make changes to the new fund Duplicate Another Fund to create another fund from an existing fund template Close to quit the Duplicate Fund wizard 16

Delete Fund Wizard
The Delete Fund wizard guides you through the process of deleting a master fund record and its fund cycles or a specific cycle record from a fund. Select the Delete Fund Wizard on the left under the Funds group. In the Fund Search, identify the fund/fund cycles you want to remove. A table of funds that meet your search criteria appears. Your selected search options appear just above this table.

Select a fund and click Remove Fund/Cycle(s).

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The following tabs appear. Review the information on these tabs to determine that this is the fund and/or fund cycle(s) you want to remove. Fund Information Tab

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On the Fund Cycle Information tab, all fund cycles for this fund appear in a table. You can sort the information in this table by clicking the Fund Cycle or Free Balance column headers.

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Extended Information Tab

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The Remove Fund and All Cycles and Remove Selected Cycles options display above the fund tabs. If the Remove Selected Cycles option is selected, you can select the check boxes next to only those fund cycles you wish to delete. If the Remove Fund and All Cycles option is selected, no check boxes appear; all cycles will be deleted.

Click Remove Fund/Cycle(s). A confirmation dialog box appears, prompting you to confirm the removal of this fund and/or fund cycle(s).

Click Yes to confirm. A dialog box displays the number of cycles removed when deleting selected cycles, or states that the fund and all cycles have been removed. Click OK. Note: Funds and/or fund cycles cannot be removed if there are orders or invoices attached. You must remove all orders and invoices before removing the fund or fund cycle.

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After removing a fund or fund cycle(s), you can click one of the following options.
  

Remove Fund/Cycle(s) to delete other fund cycles for this fund Remove Another Fund to delete a different fund and/or fund cycle(s) Close to quit the Delete Fund wizard

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