RE: Acquisition-Funds

["Linda DelGesso" <ldelgesso@xxxxxxxxxx>]

Hi, Alan--What we decided to do was to give each department a "fund" and
then track their AV vs. books vs. periodicals at the subfund level.
Subfunds are determined by the Order Type fixed field.  

The advantage of using subfunds is that where our departments have set
allocations, the assignment of money to AV, books, and magazines is
discretionary on the part of the selectors depending on the needs of
each department.  Our business & science department, for instance, may
want to buy a lot more business service and science periodicals than AV;
however, the popular browsing collection will probably focus more on
bestsellers and feature films.  By making the overall department
allocation the fund, Acquisitions does not have to change allocations
every time a department decides to move money from one material type to
another.

The disadvantage (and the only one to my mind) is that you cannot see
encumbrances by subfunds.  You only see what is spent.  So once an order
is paid for, the subfund information shows up on the fund activity
reports.  That makes it really easy for a department to see what the
proportion of materials they are buying.

What we really wanted to avoid was to set up hundreds of funds that
would make allocating, tracking, balancing, and closing a real
nightmare.  I've talked to libraries that have done it and they've
regretted it.  

Linda DelGesso
San Francisco Public Library
415-557-4326

-----Original Message-----
From: Alan.Mask [mailto:Alan.Mask@xxxxxxxxxx] 
Sent: Tuesday, July 06, 2004 8:40 AM
To: INNOPAC@xxxxxxxxxx
Subject: Acquisition-Funds

Hello,

We are using Millennium Acquisitions for the first time.  I am setting
up our funds but am having a problem designing the structure of the
accounts and the hierarchy.  
 
My problem is how to track a single dollar amount for each department,
but the allocation can be used for books and/or audiovisuals.  There is
no set amount.  They receive one sum for books and audiovisuals.   
 
In my head it looks like this:
 
Library budget
            Department1    
                        Books
                        Audiovisuals
            Department2
                        Books
                        Audiovisuals
 
What I cannot figure out is how to report the bottom line library budget
spending while at the same time tracking departmental spending and books
and audiovisuals spending.  Once I input the total library budget amount
for books and for audiovisuals, if I create separate funds for
departments and input their allocation, that amount gets added to the
overall budget.  I cannot figure out a way around this.
 
Thanks,
Alan Mask
Technical Services Librarian
Alvernia College
400 Saint Bernardine Street
Reading, PA 19607
Phone: 610-568-1465
Email: alan.mask@xxxxxxxxxx

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