Display Funds in Workflows
Click on the Fund Display (Specific Cycle) wizard. Enter the Fund ID for the fund you want to view. Make sure the Fiscal Cycle is correctly listed, e.g., 2003. Cook is the only ordering library. Enable "Search" and click OK.
When the fund opens up on the Basic Information screen, verify that you have the correct fund.
Click on the right arrows (>>>) to see more folders.
Click on the Financial folder. (You must actually have the cursor on the word Financial.)
From this screen, you can see the fund's free balance.
A fund record identifies a sum of money or other resource which can be drawn upon to pay for services or materials being acquired. Every fund account which the library uses to pay for acquisitions is represented by a fund record in Unicorn.
Unicorn's record structure allows funds to be structured in hierarchical fund levels. In our system, the levels are defined by the way the funds are allocated. Funds are allocated to the department level in our level 3. Allocations to the college are at level 2. An entire account is represented at level 1. Level 4 breaks down an allocation by format, such as books or serials.
Each fund contains a master fund record and a number of fund cycle records. The master fund record contains constant information about the fund. The cycle fund records contain information about the fund for a specific period or cycle. The current fiscal year, which began July 1, 2002 and runs through June 30, 2003, is represented by the fiscal cycle 2003. The specific fund cycle records will display for each fund separate folders to view detailed information about the selected fund, including budget amount, invoices and orders linked to the fund, as well as information about the number of copies ordered, received and paid.
To view your department's fund, click on the Display Fund (Specific Cycle) wizard on your toolbar. This wizard is represented by the icon with a dollar bill and a magnifying glass. You will be prompted to enter a Fund ID in the well. The Fund ID is basically a short fund name. For each fund, the Fund ID will consist of the account code (01), the college code (BA for Business Administration, CA for College of the Arts, CE for International and Continuing Education, , EP for Education and Psychology, HH for Health & Human Sciences, LA for Liberal Arts, NR for Nursing, ST for Science and Technology, and UL for University Libraries), the 3-letter department code (see attached list), and the format code (BK). For example, to view the Art Department's fund for new materials that are non-recurring expenses, use 01CAARTBK. Make sure you have specified fiscal year 2002 and use "Search."
Basic Information: This folder displays when you enter the Fund ID. The line at the top will show the Fund ID, Fund Name, Fiscal Cycle and library to which the fund is assigned. At this time, Cook is the only ordering library in our system. The basic information folder displays the fund name, number of cycles, and the levels for the fund. This is constant data about the fund.
To view specific information about the fund, click the appropriate folder:
Budget Cycle: Shows the fiscal cycle for the fund you have selected, budgeted amount, allowed percentages for encumbrances and expenditures, whether over encumbrance and over expenditure is allowed, and whether ordering and paying is allowed against the fund.
As orders are added or cancelled against a fund cycle, Unicorn keeps fund cycle information current with each transaction.
The percentages for encumbrances and expenditures do not serve as a block on the amount that may be encumbered or spent, but as a warning. Unicorn sends a message when a fund reaches the allowed percentage. If the "block over encumbrance" field is set to Yes, the fund is blocked from additional encumbrances. When the fields "Ordering allowed" and "Paying allowed" fields are set to N, orders cannot be placed against this fiscal cycle.
Invoices: Shows invoices that are linked directly to the fund. In our system, most invoices are linked directly to the purchase order, which is linked to the fund. So, you will not see many invoices linked to a fund.
Orders: This folder displays the orders that are linked to the fund. The columns displayed are Order ID, Order Line #, Number of Copies funded, and number of Copies Paid. If a title is canceled, the number of copies funded becomes 0.
Copies: This folder displays the total number of copies ordered, invoiced, not received and paid against the selected fund.
Performance: This folder displays the average prices for orders, copies paid and discount percentages against the selected fund.
Financial: Use this folder to see how much money has been encumbered and spent as well as the free balance remaining. "Budgeted" shows the original amount allocated to the fund. "Encumbered" shows the outstanding orders against the fund. "Paid" show the amount that has already been paid. "Invoiced" tells how much has been invoiced but not yet paid.
The free balance amount is that portion of the budget neither committed (encumbered) nor spent (paid). In addition, the free balance displays as a percentage of the budgeted amount.
The cash balance is that portion of the budgeted amount that has not been used to pay for orders. In addition, the cash balance displays as a percentage of the budgeted amount.
Extended: This field or fields, allow information to be added about the fund in a set of text entries such as "Notes" or "Comments."
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