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- Go to Acquisitions > Acquisitions Infrastructure>Funds and Ledgers
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- Using the search bar (make sure you have selected Funds) and enter either the tub code the Name (such as Divinity) or the Code (ex DIV is 245) or type in a keyword, such as Divinity. .
This direct search will get you quickly to a known Ledger.
You may perform a general search without including any key words names or tub codes and results displayed will be all Active Funds in the current fiscal period. In the left hand bar you can narrow down to all Ledgers (aka Tubs).
We will start with such an open search for the sake of demonstrating the fund structure.
Searching All funds with no keywords or tub # will willl display results for all active funds and ledgers and summary funds for the current fiscal year. You can use Facets in the left side bar to narrow down your search.
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Scroll to find the ledger you want to review and ; for our example we will review Divinity School. Click on the name or click on the View button to go to the Ledger Summary page:
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Reviewing Ledger Details
On the Ledger Summary Summary Details page, continue navigating through each of the Ledger’s tabs to view information.
Click on the Funds tab and the results will show all Summary Funds and Allocated Funds under that Ledger
If you narrow the search to Summary fund you will see that Divinity only has one Summary Fund, designated Parent Summary.
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You can scroll through all the Allocated Funds until you find the fund you want to view. On this page you get the Fund balance but if you click on the fund name you can drill down even further. Let’s look at DIV Grossmann, Maria Book Fund (1987). Click on the fund name or View button.
You are now brought to the lowest level: the Allocated Fund details.
Reviewing Allocated Funds
Click on the fund name you want to review and you will be brought to the Allocated Fund Detail Summary
Click on the Transaction tab to view all transactions that have posted to that fund.
Click on View from the elipsis to see the specific transaction Details.
| Note |
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Please note: Alma shows the Dis-encumbrance and expenditure transactions with the same date stamp and time as the initial encumbrance, which can be very confusing. It does not actually happen at the same time; ExLibris just date stamps it this way. There is an enhancement request out asking them to change this; it reads: “We would prefer that the timestamp for the disencumbrance and expenditure reflect the actual transaction date in Alma, rather than the current procedure of tying the disencumberance and expenditure to the encumbrance date plus one millisecond." |
If you click on the Invoice Line # you will be brought to the Invoice Line Details page.
If you click on the PO Line you will be brought to the Purchase Order Line Details page.