Alma Fund Codes are in two parts: Primary fund + Reporting code.

Ex:

art0-611

art0 = Ricker Art Fund / the fund paying for the order

611 - Reporting code / 611 is for Print Monographs.

See list of Reporting Codes.
 

Transactions:

• A transaction can be an allocation, encumbrance, disencumbrance, or expenditure: 

• An allocation adds money to the fund, increasing its available balance. 

• An encumbrance indicates money that is expected to be paid out, as the result of a PO line. This decreases its available balance. The encumbrance is closed if there is an equal disencumbrance linked to the same PO line. 

• An expenditure subtracts money from the fund, decreasing its available balance. Adding an expenditure lined to a PO line increases the value of the disencumbrance linked to that PO line. 

• A disencumbrance is added or increased when adding an expenditure linked to the same PO line as an encumbrance. There is never more than one disencumbrance for any encumbrance. For example: 

  • If a fund has a $100 encumbrance for a PO line. An invoice for $50 linked to that PO line is received. The encumbrance remains $100, an expenditure of $50 is added, and a disencumbrance of $50 is added. 

  • After receiving another $50 invoice for the PO line, there are now two expenditures (each for $50), an encumbrance of $100, and a disencumbrance of $100. The encumbrance is now considered fully paid and is closed.
     

Balances:

• Available Balance: 

  • allocated balance, less (encumbrances minus disencumbrances) and less expenditures. 

• Cash Balance:  

  • allocated balance less expenditures 

• Encumbered Balance: 

  • sum of encumbrances minus disencumbrances

• Expenditure Balance: 

  • sum of expenditures

See also Checklist for Change in Funds and Fund Manager Responsibilities.