Table of Contents
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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. |
Finding Funds
All funds are associated with a Ledger. To find a ledger you can search 2 two ways.
(Note that all : All searches filter for “Status: Active” and “Fiscal Period: Status = Active and Fiscal Period = [Current FY]” automatically when you start a you search. You can change these filters after you search.)
- Go 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 display results for all active funds and ledgers and summary funds for the current fiscal year. You can use Facets facets in the left side bar to narrow down your search.
By clicking on Type>Ledgers on the left side Facets bar Type > Ledgers in the facets, the search results will narrow down to list all active ledgers in the fiscal period and you can scroll through the list of ledgers find the ledger you want to review.
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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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View 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.
Note : Some Ledgers do not have Summary Funds; they move directly to review Allocated Funds.
In the example of Divinity, you can see that the Divinity Ledger has only 1 Summary Fund.
Reviewing Summary Funds
By clicking on the Summary name: Div^Library-Summary you will be brought to the Summary Fund details page. You can navigate through the tab bar for the Summary.
Going onto the Funds Tab, you will see all Allocated Funds associated to that Summary Fund.
You can scroll , designated Parent Summary.
View Summary Fund Details
Click on the Name or the View button to go to the Summary Fund Summary Details page and view each tab. (Summary is both the name of the fund type and the title of the tab.) The FY and code information is in the top area and remains available as you navigate to other tabs, such as Funds or Notes.
On the Funds Tab are all Allocated Funds associated with that Summary Fund.
Scroll through all the Allocated Funds until you find the fund you want to view. On On this page you get the Fund balance but if you will see a snapshot of information about the fund; 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.
You are now brought to the lowest level: the Allocated Fund details.
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name of the fund or on View to see additional information.
View Allocated Funds Details
Click on the fund name you want to review and you will be brought to the Allocated Fund Detail Summary
tab.
Click on the Transaction tab to view all transactions that have posted to that fund.
Click on View from the row action item list (ellipsis icon) to see the specific transaction Detailsdetails.
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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.
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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.