The Fund Cycle Information tab may contain the following information about a fund.
The fields may vary depending on which wizard is used.
From the Fund Cycle Information tab, you may have the option to proceed with the wizard function, return to the fund list, search another fund, or exit the wizard.
The following fields are defined for the Fund Cycle Information tab.
| • | Block Over Encumbrance |
| • | Block Over Expenditure |
| • | Budget Amount |
| • | Created By |
| • | Date Created |
| • | Date Modified |
| • | Encumbrance Allowed (or Encumbrance Percentage) |
| • | Expenditure Allowed (or Expenditure Percentage) |
| • | Fiscal Cycle (or Fiscal or Cycle) |
| • | Free Balance |
| • | Invoiced |
| • | Last Modified By |
| • | Library Authorization |
| • | Ordered |
| • | Ordering Allowed (or Ordering Active) |
| • | Overencumbered/spent |
| • | Paying Allowed (or Paying Active) |
This check box can prevent the user from placing additional orders or encumbrances against a fund cycle that has reached the amount determined in the Encumbrance Allowed field. When Block Over Encumbrance check box is selected, the Ordering Active field is automatically set to N when a fund cycle reaches its percent encumbrance allowed level. If a user tries to modify the fund cycle that has reached or exceed its percent encumbrance allowed level, the “Fund over encumbered/spent” error message displays, and changes to the fund are not saved.
When Block Over Encumbrance check box is cleared, and a fund cycle reaches or exceeds its percent encumbrance allowed level, the “Record updated; Fund over encumbered/spent” warning displays. Modifications to the fund are saved.
This field can prevent the user from making additional payments against a fund cycle that has reached the amount determined in the Expenditure Allowed field. When Block Over Expenditure field of a fund cycle is selected, the Payment Active field is automatically set to N when a blocked fund reaches its percent expenditure allowed level. If the user tries to modify the fund cycle that has reached or exceeded its percent expenditure allowed level, the “Fund exceeds expenditure limit” error message displays, and changes to the fund are not saved.
When Block Over Expenditure field of a fund cycle is cleared, and a fund cycle reaches or exceeds its percent encumbrance allowed level, the “Record updated; Fund over encumbered/spent” warning displays. Modifications to the fund are saved.
For each fund cycle, you can specify an amount budgeted. The budget amount must contain a number from 0 to 2,000,000,000. The system can indicate the native currency of the library and implied decimal values.
For example, five thousand dollars may be typed in any of the following ways: $5000.00, 5000.00, 5000., or 5000.
If the Automatically Add Audit Trail To field is selected, values display in the selected extended information entry exactly as entered. In this case, type values consistently either with or without decimal values and any desired currency symbol.
As orders are added or canceled against a fund cycle, SirsiDynix Symphony keeps fund cycle information current with each transaction. This amount does not serve as a block on the amount that may be encumbered or spent, but as a warning. SirsiDynix Symphony allows you to edit the fund as needed and revise budget figures as they might be adjusted throughout the year. Use the word NOLIMIT instead of a numeric allocation if there is no figure that can be entered (as in the case of a GIFT fund), or when a budget figure is not yet known. Budget cycle settings related to encumbrance and expenditure are ignored when the budget amount is NOLIMIT.
This field contains the user access of the user who created or duplicated the fund cycle. This field is automatically populated when the fund cycle is created.
This field contains the date the fund cycle was created. This field is automatically populated when a fund cycle is created.
This field contains the date the fund cycle was last modified. This information is automatically updated by the system. NEVER is the value for fund cycles not modified since creation.
Encumbrance Allowed (or Encumbrance Percentage)
This field allows you to set a limit on the percentage of funds that can be committed to spend before SirsiDynix Symphony sends you a warning. For example, you may type 100%, meaning you may create orders for a fund that are committed to spend the entire budgeted amount. However, you may want to be warned when ordered items encumber a certain percentage of the whole amount. For example, if a fund is set for 90%, when the encumbered amount reaches 90% of the total budgeted amount, SirsiDynix Symphony displays a warning when an order is created that is encumbering an amount from this particular fund. If no value is entered, the system will begin warnings with 0% of the budgeted amount. This warning does not prohibit you from continuing to commit money for additional materials from this fund, unless the Block Over Encumbrance field is selected.
The default Encumbrance Allowed and Block Over Encumbrance values are defined in the Add Fund wizard’s properties.
Expenditure Allowed (or Expenditure Percentage)
The Expenditure Allowed (or Percentage) field allows you to set a limit on the percentage of funds that can be spent before SirsiDynix Symphony sends you a warning. When invoicing or paying against an orderline’s funding segment, the system checks this field for an over expenditure. For example, you may type 100%, meaning you may pay invoices (or directly pay orders) for a fund until the entire budgeted amount is spent. However, you may want to be warned when a certain percentage of the whole amount has been spent. For example, if a fund is set for 90%, when the expended amount reaches 90% of the total budgeted amount, SirsiDynix Symphony displays a warning when an order or invoice is paid using this particular fund. If no value is entered, the system will permit the expenditure of 100% of the budgeted amount before warning the workstation operator. This warning does not prohibit you from continuing to spend money for additional materials from this fund, unless the Block Over Expenditure field is selected.
The default Expenditure Allowed and Block Over Expenditure values are defined in the Add Fund wizard’s properties.
Fiscal Cycle (or Fiscal or Cycle)
This field identifies a particular funding period. The funding period can be set up in quarters, calendar years, or fiscal years. When you are looking up orders, the fiscal cycle field defaults to the session setting for fiscal cycle. You can override the default by entering another valid fiscal cycle. If you select ALL from the when you look up orders, you need to type specific order ID to display orders across cycles. All lines will be available for display, regardless of any value entered in the Order Line field.
A fiscal cycle is typically associated with every order, vendor cycle, or fund cycle. The number of fiscal cycles that an order, vendor, or fund has been used in SirsiDynix Symphony is sometimes displayed in a Cycle or Cycles field. The year may be indicated with the labels: Fiscal, Cycle.
If you are adding or modifying a fiscal cycle, you may use the Display Fiscal Cycle gadget to select a valid cycle.
For example, you can create fiscal cycles such as these: 12000, 22000, 32000, 42000, 2000, 20001 (for 2000-2001).
Note: When defining fiscal cycles for vendors and funds, it is possible to use two digits to represent a year, such as 99 for 1999 or 00 for 2000. However, a fiscal cycle naming scheme of 00 to represent the year 2000 displays as a single zero in the Fiscal Cycle fields. To a computer, the number 00 is treated the same as the number 0. The extra zero is considered superfluous and is not stored. Any two-digit number starting with a zero will be created the same way; for instance, the fiscal cycle 01 would be stored and displayed as 1. Storing the fiscal cycle as a single zero does not affect data retrieval, but the display inconsistency can be confusing to library staff. For this reason, it is recommended that two-digit numbers starting with zero should not be used for fiscal cycle names. Instead, the full four-digit year should be used, such as 2000. For sites which name fiscal cycles to span years, names such as 20001 are recommended to represent years such as 2000-2001.
SirsiDynix Symphony tracks the fund balance that is still available to encumber or pay orders. The free balance is that portion of the budget neither committed (encumbered) nor spent (paid). In addition, the free balance may display as a percentage of the budgeted amount.
SirsiDynix Symphony tracks the total number of items entered on invoice records. If the library does not link invoices to orders, this field remains empty. This field may display for the entire order or a particular orderline. In a summary, this number is the total for the list of orderlines.
Note: Once an order amount is invoiced, it is no longer encumbered.
The user access of the user who last modified the fund cycle displays in this field.
Fund library authorization provides a means to limit fund cycle purchasing to a library or list of libraries. A fund cycle can be used to purchase materials for a library only when the library is authorized in the fund cycle. You can select a Fund Library Authorization policy in the Library Authorization field. A Fund Library Authorization policy lists one or more libraries.
When the Library Authorization field in the fund cycle record is empty, library authorization has no effect on orders. A fund cycle with an empty Library Authorization field can be used to purchase materials for any library.
When the Library Authorization field in the fund cycle record contains a policy value, the fund cycle can be used to purchase materials only for the libraries specified in the selected Fund Library Authorization policy.
Note: This field displays only in multilibrary systems.
SirsiDynix Symphony tracks the total number of items ordered. A Copies Ordered value is maintained at the individual order level, the orderline level, for a particular fund, or for a particular vendor. If this value is displayed in a vendor summary, it is the total number of items ordered for all the vendors or all the cycles in the display. In a summary of orderlines, this number is the total for the list of orderlines. Canceled items and removed line items are automatically deducted from this figure.
Ordering Allowed (or Ordering Active)
When selected, this field allows you to order materials using the displayed fund cycle. If you clear the field, orders cannot be placed using this fund cycle. You might clear this field when you have encumbered all of the budgeted amount for the fund, or if you library has had a budget freeze for the particular fund. If the Block Over Encumbrance field is selected, the Ordering Allowed (or Active) field is automatically selected when Encumbrance Allowed limit has been reached.
The Fund Cycle Information tab will display the message “Fund overencumbered/spent” when the fund is overencumbered. The encumbered amount is the money committed to be spent from a particular fund. When a fund is overencumbered, the encumbered amount exceeds the fund budget amount.
Paying Allowed (or Paying Active)
When selected, this field allows you to pay for materials using the displayed fund cycle, either with an invoice, or paying the order directly. If you clear the field, invoices and orders cannot be paid using this fund cycle. You might select the Ordering Allowed field and clear the Paying Allowed (or Active) field to keep from spending funds you don’t have yet. If the Block Over Expenditure field is selected, the Paying Active field is automatically selected when Expenditure Allowed limit has been reached.
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