Fund Workform

Fund records are linked to fiscal year records and track the purchase of library materials and services for the fiscal year. See Managing Funds.

Use the Fund workform to:

• Create a subfund - Select Tools > Create Subfund. See Add a subfund.
• Enter the fund information and link to a fiscal year - Type the fund name and alternative name. See Create a fund.
• Assign the Fund to a library - Select the organization in Owner box (default is login library).
• Assign the beginning allocation and change fund balances - Select Tools > Adjust Fund Balances or click . See Adjust fund balances manually.
• Delete the displayed fund - Select File > Delete, or click .
• Transfer money - Select Tools > Transfer money or click . The Transfer Money dialog box appears. See Transfer money between funds.
• Enter donor information if the fund is donated - Select View > Donor or click .
• View the fund structure - Select Links > Fund Explorer.
• Print the fund record - Select File > Print, or click .
• View fund balance - Select View > Fund Balance, or click .
• View fund transactions - If the General view is not displayed, click , or select the View > General.

Fund Workform - General View

Use the General view on the Fund workform to:

Tip:
To load all transactions for the fund in one step, press Ctrl+Shift+A.

• Indicate the public or proper name of the fund - Type the external name in the External name box.
• Identify where the money comes from - Type the funding source in the Source box.
• Prevent the fund from being selected to pay for materials - Clear the Display checkbox to prevent the fund from displaying in fund lists. Users will be unable to select the fund to pay for materials, but you can still open the fund in the Fund workform, and transfer money in and out of the fund.
• Allow transfers to or from other funds in the same fiscal period - Click Yes Transfers Allowed.
• Block transfers of money to or from other funds - Uncheck the Transfers box.
• Sort fund transactions - Click the column headers to sort the fund transactions.

Fund Workform - Fund Balances View

Use the Fund Balances view on the Fund workform to:

• Set the maximum encumbrance for each line item - Type an amount in the Line Item Encumbrance Limit box.
• Set the maximum expenditure for each item - Type an amount in the Line Item Expenditure Limit box.
• Set the maximum encumbrance for an order - Type an amount in the Order Encumbrance Limit box.
• Set the maximum expenditure for an order - Type an amount in the Order Expenditure Limit box.
• Set the maximum encumbrance for the fund - Type an amount in the Fund Encumbrance Limit box.
• Set the maximum total expenditure for the fund - Type an amount in the Fund Expenditure Limit box.
• Set the maximum the fund can be overdrawn - Type an amount in the Overexpenditure box.

Fund Workform - Donor View

If the money in the fund was donated, you can enter the donor’s information in the Fund Record on the Donor view. The fund type must be Donation to enter information in the Donor view.

Use the Donor view on the Fund workform to:

• Enter the donor type - Select a fund category.
• Enter the donor’s name - Type the donor’s first name, middle name, and last name, or type the organization’s name.
• Enter the donor’s address - Type the donor’s street address.

Note:
If you enter the postal code, the city, county, and state automatically appear.

• Enter memorial information - If the donation is in someone’s memory, type their name in the In memory of box.
• Enter a description of the donation - Type notes in the Description box.
• Enter any restrictions on using the fund - If the donor has specified restrictions or specific uses for the money he or she donated, type an explanation in the Restriction box.