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Ledger: the highest level of the fund structure hierarchy. Ledgers represent campus and funding source (as defined by library business offices). They combine a large number of summary funds and allocated funds under a single umbrella.  Ledgers will be have been created for each tub. 

Summary Fund: the middle level(s) of the fund structure hierarchy. There are two levels of Summary funds: Parent (org) and Child (activity.subactivity). Summary funds exist purely for reporting purposes. They do not have money allocated to them and cannot be used to place orders or pay invoices.

Allocated fund: the lowest level of the fund structure hierarchy. Allocated funds have dollars allocated to them, can have orders placed against them, and can be used to pay invoices. Allocated funds may be dedicated to a specific subject area and purchase type, or to a specific endowment or foundation fund.

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All funds are associated with a Ledger.  To find a ledger you can search 2 ways.

(Note that all searches filter for “Status: Active” and “Fiscal Period: [Current FY]” automatically when you start a search.)

 

  •  Go to Acquisitions > Acquisitions Infrastructure>Funds and Ledgers
    OR
  • Using the search bar (make sure you have selected "Funds") and enter either the Name (such as Divinity) or the Code (ex  DIV is 245). 

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Note

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 ExLibris 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."

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