(New) Funding Sources

Funding sources allow you to define in Evergreen where a library’s budget comes from. You can specify various sources that contribute money to the total library budget. These sources may be your town, your institution, a grant, a gift or donation, whatever you need. You can see some examples of funding source setups here.

You can have just one funding source or multiple funding sources depending on what sources you want to track separately. If you don’t care to track sources separately you can have just one funding source and put all or some of your total budget into it. It is up to you.

You can use the same funding sources from fiscal year to fiscal year or you can create new funding sources each fiscal year. You can also do a combination of the two.

To View Funding Sources

To see your funding sources click on Administration => Acquisitions Administration and click on Fund Administration in the center column and select the Funding Sources tab.

The Funding Source Tab

1. Remove Filters – Clears all filter that have been set.
2. New Funding Source – Click to create a new fund.
3. Grid functions
   • Grid Actions, Delete Selected, Edit Selected, View Selected.
   • Paging functions.
   • Expand rows vertically to see full text.
   • Grid configuration.
4. Column headings – Underlined columns are sortable. Click twice on the column heading to reverse the sort order. Note: Money columns are not sortable.
   • Ignore the checkbox at the beginning of the column headings row. Checking this will check off all your funding sources. When more than one funding source is selected, the actions in the dropdown are disabled.
5. Filters – Filters are specific to the type of data. Note: Money columns are not filterable.
   • Note: The Active filter is set to “Yes” so that when you come to this screen you only see active funding sources. To see your inactive funding sources either click on the Remove Filters button, which will show you all your funding sources, or change the Active filter to “No.”
6. Search results – Lists the funding sources for the location(s) selected in the Library selector.

Create a New Funding source

1. Click on the New Funding Source button.
2. Fill in the form. Fields are explained below. Red highlighted fields are required.
3. Click Save.

• Name – Enter the name of the funding source.
• Code – Enter the code for the funding source. The code should be all lowercase without spaces.
• Active – Leave this box checked. If you will not be using the funding source right away you can uncheck the box so you don’t see it in the list or in any funding source dropdown.
• Currency Type – Select the appropriate currency from the dropdown. Usually US Dollars.
• Funding Source ID – Will be generated by the system.
• Owner – Select your org unit from the dropdown. If the system level is selected, all branches will see that funding source. If the branch level is selected, only that branch will see that funding source. NOTE: If you do centralized ordering for your branches it is best to set all funding sources at the system level. The funding source name and code should start with the branch name.

Actions for a Selected Funding Source

It is not possible to perform actions on more than one funding source at time. If more than one funding source is selected, the actions in the dropdown become inactive.

Edit / Delete / View / Copy / Allocate / Credit:

Actions can be reached in the following ways.

To Edit

Double click on the funding source row. The record editor appears where you can edit the fields in the funding source.

To Allocate / Credit / View / Delete / Edit

Select the funding source by either clicking once on the funding source row or checking the checkbox to the left of the funding source. Then click on the Actions button and select the action you want.

To Copy / Allocate / Credit / View / Edit / Delete

Right click on the funding source row to see the Actions for Selected Row menu. Then select the action you want to perform.

• Copy to Clipboard – Copies the funding source information to your clipboard.
• Allocate to Fund – Select the funding source by either clicking once on the funding source row or checking the checkbox to the left of the funding source. Then click on the Actions button and select Edit/Delete/View Selected.
• Edit/Delete/View/Copy

Crediting (Adding Money to) a Funding Source

1. Find the funding source in your list on the Funding Source tab.
2. Click on the blue Funding Source Name link.
3. A dialog box will appear with the Credits tab selected. Any previous credits you made will be listed here.
4. Click on the Apply Credits button.
5. Fill in the Amount (required) you want to add to the funding source. You can also add a Note, an Effective Date and/or a Deadline Date for the credited amount. if the amount needs to be used within a certain time period. [Click on the calendar icon to add a date.]
6. Click Save.

Moving Money Back to a Funding Source

Copying an Allocation to the Clipboard

Copy a credit or an allocation entry to the clipboard by right clicking on the credit or allocation and selecting Copy to Clipboard.

Grid Filters

Filter to find specific amounts, Effective Dates, Deadline Dates, Notes, (Credit ID or Funding Source ID can be turned on under the gear menu.) Click Remove Filters to remove all filters.

Mark a Funding Source Inactive

When a funding source is inactive it does not appear in your funding source dropdowns. It does, however, continue to display in the funding source grid.

To make a funding source inactive:

1. Open the funding source record for editing.
2. Uncheck the Active box.
3. Click Save.

Allocating Money to a Fund