When displaying or reviewing vendors, the Deposit Account tab displays the following fields in a table format.
| • | Cash Balance |
| • | Cash Balance % |
| • | Deposit Amount |
| • | Fiscal Cycle |
| • | Free Balance |
| • | Free Balance % |
| • | Overencumbered/spent |
| • | % Encumbrance Allowed |
If more than one fiscal cycle is displayed, averages for each column will appear at the top of the table.
If there are no deposit amounts for this vendor, this table will not appear.
When creating vendors, only the Deposit Amount and % Encumbrance Allowed fields appear.
SirsiDynix Symphony vendor records provide a mechanism for you to track monies you have on deposit with vendors. For example, you have a deposit account with a vendor, and you deposit $5000 with the vendor. In the vendor record, you enter the deposit amount on the Deposit Account tab. SirsiDynix Symphony does not encumber any funds at the point of deposit. Thereafter, when you order using this vendor record, the fund or funds specified in the order are encumbered and eventually paid. Additionally, a separate tally of encumbrance and expenditure is tracked against the deposit amount in the vendor record.
It is your choice whether you mirror the deposit with a fund in SirsiDynix Symphony. Some institutions prefer to have a fund where the budget amount reflects the amount on deposit with the vendor, but SirsiDynix Symphony does not require it. By tracking deposit amounts in vendor records, SirsiDynix Symphony allows you to track your balance through the vendor record alone while encumbering and expending from unrelated funds.
The following fields are defined for the Deposit Account tab.
This field displays the difference between the amount deposited and the amount paid.
This field displays the cash balance as a percentage of the whole deposit amount.
If you have a deposit account with a vendor, you can keep track of the available amount in the current fiscal cycle using this field. The deposit amount must contain a number from 0 to 2,000,000,000. The following are all acceptable ways to type amounts: $5000.00, 5000.00, or 5000. For example, you have $5000 on deposit. Every time you order from the vendor, the deposit amount decreases as amounts are encumbered/paid to the vendor. SirsiDynix Symphony monitors the deposit amount, and, based on the percent encumbrance allowed, alerts you when the deposit amount has been encumbered/spent to the specified percentage.
This field identifies a particular funding period. The funding period can be set up in quarters, calendar years, or fiscal years. A fiscal cycle is typically associated with every vendor cycle.
This field displays the total amount of money available from the deposit amount minus any amounts invoiced, paid, or encumbered.
This field displays the available balance as a percentage of the whole deposit amount.
This field displays Y or N to indicate whether or not all deposit funds are overencumbered or spent.
This field allows you to set a limit on the percentage of funds that can be encumbered from the vendor’s deposit amount before SirsiDynix Symphony sends you a warning. This field must be a number. This field normally contains 100% as the default, meaning you may encumber 100% of the deposit amount when ordering. SirsiDynix Symphony warns you when the money in this fund is completely encumbered/spent. You may want to be warned when ordered items encumber a certain percentage of the whole deposit amount. For example, if a vendor is set for 90%, that means when the encumbered amount reaches 90% of the total deposit amount, SirsiDynix Symphony displays a warning. This warning does not prohibit you from continuing to commit additional funds by ordering additional materials from this vendor. On the other hand, experience may tell you that you can always over encumber the deposit account with this vendor (committing up to 120%, for example) since some ordered items are never available.
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