ALMA ACQUISITIONS Startup training week 2 Ledgers and

ALMA ACQUISITIONS Start-up training week 2: Ledgers and Funds

Today’s agenda ■ Create ledgers, summary funds, and allocated funds ■ Allocate money in allocated funds ■ Delete ledgers, summary funds, and allocated funds ■ Move money from one allocated fund to another ■ Move funds around in the ledger/fund structure ■ Analytics; access canned reports ■ Analytics: create new reports

Creating your fund structure: from the top ■ First, create your ledger(s) ■ Next, create any summary funds desired (these are optional but can be useful for reporting) ■ Finally, create your allocated funds (this is where the money goes) Example: I have my main ledger, state funds. I create a summary fund for Sociolology materials so I can easily see a roll-up of all the funds I have for this subject area, and under that summary fund I create three allocated funds: Sociology books, sociology journals, and sociology media. I can then allocate money to those specific allocated funds, and spend that money when I purchase materials.

Create a new ledger or fund ■ Ledgers are added from the main Funds and Ledgers screen ■ Funds are added via “Add Fund” in the ledger or summary fund it will be under ■ Name is changeable ■ Code is not changeable and cannot be the same as any other ledger/fund codes ■ Owned by (institution or library? ) ■ Available for ■ Fiscal period (default is current) ■ Once you have created it, go back in and activate it

Delete ledgers or funds ■ All transactions need to be deleted before you can delete an allocated fund (and then a summary fund and then a ledger) ■ Need to inactivate before you can delete – the delete option will not appear until it’s inactive ■ Go from bottom to top (delete allocated funds first, then summary funds, then ledgers)

Moving money ■ Acquisitions infrastructure Transfer funds ■ Choose from dropdown where it’s coming from and where it’s going to (available balances are visible) ■ Enter the amount to be transferred ■ NOTE: if you want to delete the transaction, you must delete it from BOTH the funds – deleting it from one will NOT put the other one back as it was

Moving funds around in the hierarchy ■ Acquisitions infrastructure Move funds in hierarchy ■ Choose the fund you want to move from the dropdown ■ Choose the summary fund or ledger you want to move it to (note: if you choose the location first, you will be limited in your search for the funds you want to move, so choose the fund to be moved FIRST) ■ Note: to undo, simply do another move to put it back where it was

ANALYTICS How-to use analytics to find fund data

First things first: roles To run reports in Alma Analytics, you must have the following roles: ■ Design Analytics Role ■ Any Administrator Role (Fulfillment, Acquisitions, Cataloging or General Sys Admin) Introduction to Alma Analytics: http: //exledu. com/01_Alma/Alma_Essentials_New_UI/Alma_Analytics/Introduction_to_Alma _Analytics_New_UI/story_html 5. html? lms=1

Canned reports ■ Catalog – Shared folders ■ Alma – Acquisitions ■ Reports

Creating a new analysis ■ NEW, – Analysis ■ fund expenditure ■ Drag to selected columns (double-click will also add to selected columns) ■ Once they’re selected, click sliders on right to filter (or delete) ■ View your report in results tab