[Wactclc-alma] [EXTERNAL*]-RE: Funds and Ledgers not showing up in the list

[Stephanie Hunter]

We use reporting codes already to track librarians.

That makes sense, your explanation.  I'll adjust the allocations.

Thanks for the info!

Stephanie Hunter
Library and Archives Paraprofessional 3 - Technical Services Lead
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7659 (office)
360-416-7837 (circulation desk)

From: Guidry, Wade <WadeG at bigbend.edu>
Sent: Wednesday, June 23, 2021 11:43 AM
To: Stephanie Hunter <Stephanie.Hunter at skagit.edu>; Elena Bianco <Elena.Bianco at skagit.edu>; WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: RE: [EXTERNAL*]-RE: Funds and Ledgers not showing up in the list

Stephanie,

When you allocate money to a fund, it's analogous depositing money in your checking account.

With the checking account, once the money is deposited, it's all a single pool. You don't write checks against an individual deposit (aka allocation).

Same with fund allocations. Once the money is in the fund, it just becomes part of that fund. When the money is spent (encumbered), the encumbrance goes against the fund, rather than a specific allocation.

One way to track the distinction would be to establish separate funds for different librarians.

Or, you could simply use reporting codes for each librarian. You create a reporting code for each librarian (Configuration Menu > Acquisitions > Purchase Orders > Reporting Codes), and then assign those codes to POLs on the summary tab. More detailed info here:

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/110Configuring_Acquisitions/020Configuring_Reporting_Codes

That way, you can do reports based on those reporting codes.

I would say that reporting codes is how most other libraries handle this scenario.





Wade Guidry
Library Consortium Services Manager, WACTCLC
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
(509) 760-4474
http://www.wactclc.org<http://www.wactclc.org/>

Schedule a meeting with me<https://calendly.com/wactclcalmaprimo/>
My Zoom Instant Meeting Link<https://bigbend.zoom.us/j/8763410457>

From: Stephanie Hunter <Stephanie.Hunter at skagit.edu<mailto:Stephanie.Hunter at skagit.edu>>
Sent: Wednesday, June 23, 2021 8:44 AM
To: Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>; Elena Bianco <Elena.Bianco at skagit.edu<mailto:Elena.Bianco at skagit.edu>>; WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: RE: [EXTERNAL*]-RE: Funds and Ledgers not showing up in the list

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That worked! I was able to see the funds I needed for to update the two purchase requests in my queue.

The only thing I'm not clear on is how the allocations for the funds work.  I allocated a portion of the $5000 in the physical purchases fund to each librarian so they could keep track of how much they'd spent from their portion of the money.  However, it doesn't look like they can choose to select their allocation, only the fund.

Once I process through the requests for the librarians, will their individual allocated amount go down, or am I not understanding how the allocations within the funds work?

This is all new to me so any help is appreciated.

Thanks,
Stephanie

Stephanie Hunter
Library and Archives Paraprofessional 3 - Technical Services Lead
Norwood Cole Library
Skagit Valley College
2405 E College Way
Mount Vernon, WA  98273

360-416-7659 (office)
360-416-7837 (circulation desk)

From: Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Sent: Tuesday, June 22, 2021 5:24 PM
To: Elena Bianco <Elena.Bianco at skagit.edu<mailto:Elena.Bianco at skagit.edu>>; Stephanie Hunter <Stephanie.Hunter at skagit.edu<mailto:Stephanie.Hunter at skagit.edu>>; WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [EXTERNAL*]-RE: Funds and Ledgers not showing up in the list

I had that thought too, Elena.

But the ledgers are set to the institution, so that's not the issue.

Stephanie was on the right path about the new fiscal year not having started yet.

So, to make the ledgers and funds available prior to the start date, I edited the ledgers, by editing the rules at the bottom of the summary tab on the ledger editing screen. And set the following to 10 dyas:

Encumbrances prior to fiscal period (days)
Expenditures prior to fiscal period (days)

So that the ledgers/funds are available 10 days prior to start of fiscal year.





Wade Guidry
Library Consortium Services Manager, WACTCLC
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
(509) 760-4474
http://www.wactclc.org<http://www.wactclc.org/>

Schedule a meeting with me<https://calendly.com/wactclcalmaprimo/>
My Zoom Instant Meeting Link<https://bigbend.zoom.us/j/8763410457>

From: Elena Bianco <Elena.Bianco at skagit.edu<mailto:Elena.Bianco at skagit.edu>>
Sent: Tuesday, June 22, 2021 4:06 PM
To: Stephanie Hunter <Stephanie.Hunter at skagit.edu<mailto:Stephanie.Hunter at skagit.edu>>; Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Subject: Re: Funds and Ledgers not showing up in the list

Hi Stephanie:

Maybe try making them available for campuses since when you're logged in you might be logged into Mount Vernon or Whidbey?

Although, I just tried that and I don't see them activated. Hmm...


Elena Bianco

Systems & Technical Services Librarian

Skagit Valley College Library

2405 E. College Way

Mount Vernon, WA 98273






________________________________
From: Stephanie Hunter <Stephanie.Hunter at skagit.edu<mailto:Stephanie.Hunter at skagit.edu>>
Sent: Tuesday, June 22, 2021 1:42 PM
To: Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Cc: Elena Bianco <Elena.Bianco at skagit.edu<mailto:Elena.Bianco at skagit.edu>>
Subject: Funds and Ledgers not showing up in the list


Hi Wade,



Elena and I rolled over the ledgers and the PO Lines   from last year to this year after the meeting we had with you.  Things seemed to go okay.



We also created the new ledgers and funds and allocations for next year since our fund structure is changing.  And I think that was done correctly.



However, the funds that we can choose from, for like when a purchase request is made, is not displaying for the 2021-2022 school year.  Do we have to wait until the end of June to see them show up in the list to choose from, when the actual fiscal year starts?  Or should we be able to see them now, and something didn't work right when Elena and I readjusted our funds and ledgers structure?



Thanks for your help with this.  I have 2 purchase requests sitting in the queue to order in July at the beginning of the next fiscal year, and I wanted to attach the right fund to it, but it doesn't show up so wanted to make sure everything was done correctly.



Thanks,

Stephanie





Stephanie Hunter

Library and Archives Paraprofessional 3 - Technical Services Lead

Norwood Cole Library

Skagit Valley College

2405 E College Way

Mount Vernon, WA  98273



360-416-7659 (office)

360-416-7837 (circulation desk)


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