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Definitions
The Alma budget structure has three levels of fund structure hierarchy:
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- Summary Fund: the middle level of the fund structure hierarchy. Summary funds exist purely for reporting purposes and cluster subsets of allocated funds together. They do not have money allocated to them and cannot be used to place orders or pay invoices.
- Summary funds themselves have two levels: Parent Summary and Child Summary. Every Every Ledger has at least one Parent Summary Fund. Every Parent Summary Fund has at least one Child Summary FunFund.
- 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 can be dedicated to a specific subject area and purchase type, or to a specific endowment or foundation fund. Allocated Allocated funds match the structure of the Harvard University Chart of Accounts.
Example of Ledger, Parent Summary, Child Summary, and Allocated Funds
This Example is from withing the Ledger for Harvard College Library, tub 415, from Fiscal Year 2019:
- Ledger: FHCL^Harv Coll Library - Code:415
- FHCL^Sciences - Parent Summary - Code: 415.3611
- FHCL^Cabot - Collections - Child Summary (org) - Code: 415.36130
- FCOL XT Hvd Union Class of 1878 Fund (1920) - Code: 415.36130..481003.651123.0000.00000
- FHCL^Cabot - Collections - Child Summary (org) - Code: 415.36130
- FHCL^Sciences - Parent Summary - Code: 415.3611
Note:The structure of all funds is apparent in the Path which appears with the record.
List of FY19 Ledgers, Summary Funds, Allocated Funds
A table view of the FY19 Ledgers with Summary Funds and Allocated Funds is available as a reference.
Searching for Funds and Ledgers
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For more detailed information about searching and navigating funds, see Funds: Searching & Navigation (TtT)
Selecting a
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Fund for
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Order or
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Payment
When creating orders and paying order invoices in Alma, you will use an Allocated Fund is chosenFund.
The list of funds contains only Allocated funds (despite the header that states Funds and Ledgers). It can be searched in a variety of ways:
- All
- codeCode
- descriptionSescription
- external External ID
- nameName
The fund list displays:
- Fund name
- Fiscal period
- Available balance
- Code
- Warning
- Allocated balance
Choosing an allocated fund from this list will populate the fund field in the Order or Line item of an Invoice. See Placing one-time orders for physical itemsOne-Time Orders for Physical Items and Creating and Editing an Invoice for more details.