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Invoices and Fund Records

Characteristics of Voyager Fund Types

Workflow for Creating a Ledger and Funds

1. To create a new Ledger select Ledgers and Funds from the List Bar and click on the New Ledger icon..
2. Enter a descriptive name for the Ledger.
3. Select the Fiscal Period that this Ledger will be used in and select the Acquisitions Policy Group. The selection of the Fiscal Period will control the dates within which funds in Ledger can be used. The policy group determines the list of locations that can be chosen for the Ledger. Frequently you will select all of the locations in the policy group for the Ledger; this is easily accomplished with the Select All button. The funds in this Ledger can be used to purchase materials only for the locations selected here.
NOTE: You may want to select limited locations when creating a Ledger for endowed or restricted funds. If you have funds that can only be used to purchase items in one location, create a separate Ledger for these funds and limit to the required location only.
4. After creating a new Ledger, create funds by clicking on New Fund or selecting Ledger>New Fund from the menu bar. Funds are arranged hierarchically under the Ledger, so be sure to highlight the parent Ledger or fund before clicking on the New Fund button.
5. Enter a descriptive name for the fund.
6. Enter a fund code. The fund code allows you to enter funding information quickly to line items.
7. Select the fund category from the list of Fund Categories, which will change according to the parent fund's category. Other fields on this tab will be grayed out, based on the fund category selected.
8. Select the fund type. Fund Types are library defined in System Administration.
9. The begin date and end date for the fund will default to dates of the Fiscal Period. These dates can be changed to any dates within the Fiscal Period, but never before or after.
10. The institutional id can be used for tracking administrative or institutionally assigned names or numbers for funds and is optional.
11. The expend only check box will tell the system not to make commitments against the fund. When the fund is used on a PO, the money will be expended from the fund.
12. Enter an amount for Allocated Funds. This amount cannot directly be changed after the fund is created, but can be increased or decreased with a fund transaction.
13. Notes may be added for both funds and Ledgers by clicking on the notes tab.
14. Repeat steps 4-12 to add additional funds to your Ledger.

ILCSO 23-apr-02

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