4 Acquisitions - Budgets

4 BUDGETS

Budgets are an optional feature and are only for users who want budget control (Web Service Modul / Setup Services Menu / Systemconfiguration - Parameter "Check budget").

Before initiating any orders, you must first create a list of budgets. After a budget has been created, it can be assigned to an order (see the section on Orders).

This chapter includes the following sections:

Budgets List
Budget Form
User's Budget Permissions

5.0 BUDGETS LIST

Select the Budgets node from the Administration tab. The Budgets list will be displayed in the Budgets tab in the upper pane.

Use the Budget Filter area to search for the appropriate budget. The Budgets list enables you to create, duplicate or delete a new budget. To change a budget, highlight the appropriate budget and edit the field of the lower Budget Form.

When you search the Budget list by Code you can also use the filters: Sublibrary, Currency and Status ( activ/not activ) and Year. The filter "View Authorized" is not implemented.

The following search modes are available:

You can browse the Budget list and jump to a particular point in the list by typing in a partial budget code in the space provided and clicking Go or the Search button.

The Keywords Search retrieves budgets by keyword(s) you have entered. You can truncate words by entering the asterisk (*). It can be placed at the left, right or middle of a portion of a word.The following three fields will be searched for keywords: Name, External Budget and Department.

5.0.1 BUTTONS ON THE BUDGETS LIST

The following buttons are available on this screen:

To add a new budget to the list, click New. The Budget Form in the lower pane will be displayed for you to fill in.

You can add a new budget by copying an existing budget's details and then editing the Budget Form. To do this, highlight the budget whose information you wish to copy, then click Duplicate. The Budget Form will be displayed for the new budget, which will already be filled in with information copied from the highlighted budget. You can then edit the form so that the information will be appropriate for the new budget.

To delete a budget from the list, highlight the budget and click Delete. If a budget is linked to an order it cannot be deleted.

4.2 BUDGET FORM

When you click New or Duplicate on the Budgets List, the lower pane is activated and the Budget Form is displayed. The Budget Form also allows you to update details of an existing budget highlighted in the Budgets List.

The Budget Form has five parts. When you are finished filling in the tabs: Budget Info 1 and Budget Info 2, click Add or Update.

4.2.1 BUDGET INFO 1 TAB 1

When the user clicks the Budget Info 1 tab, the following form is displayed:

This is the date the record was opened. It is filled in automatically by the system.

Optional. Enter the department within the institution to which the budget is attached.

Optional. If this budget is part of a larger administrative authority, enter the budget code for that authority here.

Mandatory field. The Budget Code is the unique code by which the system identifies the budget. You can enter up to 50 alphanumeric characters. The recommended format is code-year, for example, HISTORY-2006.

Optional. The Budget Type is for information only. If you do not choose a budget type, the system chooses the first one in the list as the default. Some examples of budget types are:

REG - Regular
INB - Internal
SPE - Special
RES - Research
CLS - Balanced budget
BKB - Bookbinding budget

The library collection for media that will be available the next year as well is "Regular" typ. Unique collections, that are available additionally to the Library collection, can be classified as "Internal" typ, "Special" typ or "Research" typ. An exchangy collection (other libraries)is a "Balanced budget". A separated collection of the "BKB" type can be administrated for the bookbinding deliveries.

Optional. This is the name of the budget. You can enter up to 60 characters.

Valid from/Valid to

Enter the dates between which orders can be placed against the budget. An order will be trapped if it is placed outside the valid period.

Budget Groups are used to combine several budgets into a group in order to produce a report on the budgets. Select a group from the menu. For example, you may want to have separate groups for material type, department and faculty. In this case, a particular budget, may belong to a Serials Group, Biology Department and Science .

The Budget Status can be active (AC) or non-active (NA). An order that is placed against an inactive budget will be trapped. If you do not choose a budget status, it defaults to active (AC).

Each note can be up to 100 characters in length.

4.2.2 BUDGET INFO 2 TAB

When the user clicks the Budget Info 2 tab, the following form is displayed:

Expressed as Percentage

The Expressed as Percentage checkbox works together with the "Max. Over/Under Encumbrance" and "Max. Over/Under Expenditure" fields that appear in the window above the checkbox. If you place a checkmark in the box, this means that the amount written in the Max. Over/Under Encumbrance and Max. Over/Under Expenditure fields will be taken as a percentage of the allocation. For example, if the allocation is 10.000 and the "Over Encumbrance" field value is 10, then emcumbrance will be exceed 1000.

Limit to 'Under' Exp./Enc.

This checkbox allows you to define whether the amount (or percentage) registered in the fields Max. Over/Under Encumbrance and Max. Over/Under expenditure is an amount OVER or an amount UNDER.
Example:
Budget ART-2004 has a balance of 1000 €.
"Max.Over/Under Encumbrance" is 20%.
The Checkbox "Limit to ‚Under’ Exp./Enc" is checked.
The system will allow the user to spend only 800 €. So that 20% are left untouched.
If the checkbox is NOT checked, then the system will allow the user to spend 1200 €.

If you have used the Budget Code format code-year (see Information Screen 1), and you indicate that this is an annual budget, then at the end of the budget year, the budget remaining can be carried over automatically to the budget for the new year. Note that any encumbrances and unpaid invoices will be carried over as well (Web Service Module / Acquisition Menu / " Annual Budget"Function).

Max. Over/Under Encumbrance

This is the maximum amount or percentage by which the budget can be encumbered, over or under the estimated budget balance. This control will be made by sending the invoice. The encumbrance will be calculated as follows:
Total allocations – (paid + unpaid invoice + Invoices (not yet paid)) = Encumbrance.
Invoices (not yet paid) are invoices with only partial invoices, that are not cancelled (cancelled invoices will not be considered in the Budget Balance).

Max. Over/Under Expenditure

This is the maximum amount or percentage by which the budget can be debited over the estimated budget balance. This control will be made by checking the invoice. The expenditure will be calculated as follows:
Total allocations - (paid + unpaid invoice) = Expenditure.

4.2.3 BALANCE TAB

When you click the Budget Info tab, the screen below is displayed:

Initial allocation

This is the amount that was originally allocated to the budget.

Additional allocations

This is the total amount of Allocations that have been made to this budget.

This is the amount that was left over from last year's budget and is credited to this year's budget.

This is the sum of all transfers-in minus all transfers-out.

These are orders which have not yet been fully invoiced.

Invoice (not yet paid)

These are invoices which you have received but have not yet been paid.

Expended (Invoices paid)

These are invoices which have already been paid.

Total allocated balance

This is the sum of the above amounts.

When the actual balance is calculated, the encumbrances are not subtracted. The equation is:
Actual balance = total allocations - (paid + unpaid invoice).

When the free balance is calculated, the encumbrances are subtracted. The equation is:
Free balance = total allocations - (paid + unpaid invoices + encumbrances).

4.2.4 TRANSACTIONS TAB

When you click the Transactions tab, the following screen is displayed.

The Transaction List lists all transactions for the selected budget, indicating whether they are Credits (C) or Debits (D). The transactions list can be filtered by transaction type. To display only selected types of transactions, select the appropriate transaction types.

There are six types of transactions:

Initialization (ILC)
Allocations (ALC)
Carryover (CRO)
Transfer (TRN)
Encumbrances (ENC)
Invoices (INV)

Following are the buttons on the Transactions tab:

To display only transactions of specific type/s, select the appropriate transaction type/s and click Filter.

To allocate funds to the selected budget, click Allocate. For more information, see also Allocate Transaction.

Print

To print a list of transactions, click Print.

Transfer

To transfer funds from one budget to another, click Transfer. For more information, see also Budget Transfer.

4.2.5.0 ALLOCATE TRANSACTION

When you click Allocate on the Transactions tab the following window is displayed:

This window enables you to allocate funds to a budget. When you finish filling in the fields, click OK.

The system automatically fills in the current date; but you can change the date.

Initial/Regular

If the allocated amount is the initial allocation (transaction type ILC), select Initial. If the allocated amount is an additional or a regular allocation (transaction type ALC), select Regular. The system default value is Regular.

This is the currency of the allocation.

This is the date of the exchange rate of the currency. The system automatically fills in the current date, but you can change the date.

This is the amount by which the budget is being debited or credited.

This indicates if the amount will be deducted from or added to the budget balance.

You can add a note for the Allocate transaction (up to 200 characters).

4.2.4.2 BUDGET TRANSFER

When you click Transfer on the Transactions tab the following window is displayed:

This window enables you to transfer amounts from one budget to another. To perform a transfer transaction from one budget to another enter the budget code for both budgets (the one from which the amount is transferred and the one to which the amount is transferred) in the Budget field. The Budget Code can be entered either by selecting a budget code from the list or by typing it in and pressing Enter. Only if the budget code is valid are its details shown. Otherwise, an error message is displayed. Use the transfer arrows to transfer an amount from one budget to another. The two transfer arrow buttons are enabled only when both budgets are valid and the sum to transfer is greater than zero.

Clicking the right arrow transfers money from the left-hand budget to the right-hand budget, and vice versa for the left arrow. You can add a note for the transfer transaction by typing text in the Note field (up to 200 characters).

You can also access the Budget Transfer window by selecting the Budget Transfer node of the Administration tab.

4.2.5 SUBLIBRARIES TAB

This tab is used for assigning sublibraries/order units to a budget. Klicken Sie auf diese Registerkarte, um dem Etat eine oder mehrere spezifische Zweigstellen zuzuweisen. If a sublibrary/order unit is selected, only orders for this sublibrary/order unit can be charged to this budget.
If you do not select any sublibrary unit, all sublibraries units can be charged to this budget.

4.4 USER'S BUDGET PERMISSIONS

The user's authorizations for a budget are assigned through the Web Service Module / Setup Services Menu.

The "Budget Tab" function enables the user to work mit all budgets and can link Orders and Invoices with Budgets.
In addition, by selecting the "Administrator" checkbox, the user can make allocations.

Go to next section (Orders)