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Definitions

The Alma budget structure has three levels of fund structure hierarchy:

  • 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 created for each Harvard University financial tub. 

 In Harvard Alma, the following Ledgers (tubs) have been created for FY19:

NameCode
ARB^Arnold Arboretum-Ledger100
CADM^Central Administration-Ledger610
DIV^Divinity School-Ledger245
DOAK^Dumbarton Oaks-Ledger110
FCOR^FAS Core-Ledger370
FHCL^Harv Coll Library-Ledger415
FMUS^FAS Museums-Ledger385
GSD^Grad School of Design-Ledger235
GSE^Grad School of Education-Ledger255
HBS^Harv Business School-Ledger430
HKS^Kennedy School of Government-Ledger215
HLS^Harv Law School-Ledger265
HMS^Harv Med School-Ledger520
HUL^HU Library-Ledger195
RAD^Radcliffe-Ledger285
SEAS^Schl of Engineering & Applied Science-Ledger325
VIT^Villa I Tatti - Ledger145

 


  • 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 Ledger has at least one Parent Summary Fund.  Every Parent Summary Fund has at least one Child Summary Fun

 

 

 

  • 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 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

Note:The structure of all funds is apparent in the Path which appears with the record.

Searching for Funds and Ledgers

Navigate to Acquisitions > Acquisitions Infrastructure > Funds and LedgersClicking on the name of a fund will show detailed information about the fundThe second tab will show the list of Transactions, which can be searched in a number of ways and also filtered by:

    • Allocation
    • Expenditure
    • Encumbrance
    • Disencumbrance
    • Transfer

For more detailed information about searching and navigating funds, see Funds: Searching & Navigation (TtT)

Selecting a fund for order or payment

When creating orders and paying order invoices in Alma, an Allocated Fund is chosen.

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
  • code
  • description
  • external ID 
  • name

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 items and Creating and Editing an Invoice for more details.

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