Monograph Acquisitions: Budgets - Viewing in Aleph

BUDGETS:  Training Documentation for Selectors / MIT Libraries

Aleph Version 20 (M. Rizzo Fall 2005; Last revised C. Follett JAN 2014)

 

Budget Codes

Budget code names had a major overhaul for FY’14.  Each code has 4 parts and now looks like this:

            E-SSM-DBME-2014

            G-CSM-EGEN-2014

            M-A.H-HPHIL-2014

            S-S.E-ZNEW-2014

**Please note that codes prior to 2014 had a different structure – kind of money, library name, subject code, fiscal year.  An example:  M-HUM-PHIL-2013.

• The first letter, usually an E, G, M, or S, represents the kind of money:

E = Endowed funds

G = Gift funds

M = Regular Monograph funds

S = Regular Serials funds

A few codes begin with a different letter: C (carry over funds); R (replacement fund); T (service fee funds); W (Aga Khan Serial Fund). 

 

The 3 letters in the middle represent the Community of Practice, Department or Aga Khan fund:

A.H = Arts and Humanities

ARC = Archives

                        CSM = Collections Strategy & Management

                        IRC = Information Resources Central

                        KHN = Khan Fund

                        S.E = Science and Engineering

                        SSM = Social Sciences and Management

 

• The next 4 letters have 2 parts:
•  the first letter indicates the physical location for which the book is to be stamped, cataloged and housed:
• A = Archives
• D = Dewey
• E = Barker Engineering
• H = Humanities
• M = Lewis Music
• R = Rotch and Rotch Visual
• X = Interdisciplinary fund; the selector must provide a “Cat for” note at time of order.

 

• the last 3 letters indicate the fund name or the subject. A few examples:
• KIN = Charles P. Kindleberger (ECON)
• LIT = Literature

 

• The last 4 numbers represent the Fiscal Year:

                        2014

At the end of the current fiscal year all budgets will be closed (made NA = not active) and new funds are created for the next fiscal year.

Retrieving Budgets

Budgets are found in the Acquisitions Module.  The system will default to the screen last used in Acquisitions.  If you were looking up an order the last time you were in Acquisitions, click on the pencil cup icon to take you to the Budgets screen:

                                                                                

The easiest way to find a budget or group of budgets is by using the Budget Filter to the left of the Budget List.  Filling in any or all of the 3 subfields (Library, Active/Not Active, Fiscal Year) will narrow your results:

 

 

Search Modes in the Budget Filter include Browse, Keywords, Exact, & Wildcard.

Browse:  allows you to browse the budget list and jump to a particular point in the list by entering a partial Budget Code in the space provided and clicking “Go”.  You could also select a particular Sublibrary, and/or status (AC=Active, NA=Not Active), and/or fiscal year in the Browse search mode.

 

If you are interested in a particular code and fill in the entire code, Browse mode will put your requested budget at the top of the list:

 

Keywords:  allows you to search the Name field if you do not know the budget code.  Use an asterisk * for truncation of a word:

Please note the fund codes from before FY 2014 in the above screen shot have different code names. 

 

Exact: allows you to search and retrieve results only if there is an exact match.  Note that you may enter an entire budget code while in the browse mode.  The only difference is that with “Exact” the system returns one budget (if it exists):

 

Wildcard:  allows you to select a group of budgets by entering a partial Budget Code and an asterisk *.  For example, if you were only interested in “M” funds in the Science and Engineering Community of Practice for FY2014, you would enter the following:

   M-S.E-*-2014

 

Budget Details

To get to the budget details, highlight the budget code you are interested in, and click the Balance Tab in the lower pane of the Budget Form:

The following details are found in the Balance Tab:

• Initial Allocation   Does not apply to MIT.

• Allocated   Amount assigned to the budget.

• Carryover   Amount remaining from previous year (applies to E & G funds).

• Transfer   Amount transferred between budgets.

• Encumbrance Price   Represents orders not yet invoiced.

• Invoice Price   Invoices processed but not yet paid.

• Payment Price   Invoices paid.

• Invoice VAT Price   Does not apply to MIT.

• Payment VAT Price   Does not apply to MIT.                                                          

• Total Alloc. Balance   The sum of Allocated, Carryover, and Transferred.

• Actual Balance   Total Allocated Balance minus Invoice Price and Payment Price.

• Free Balance   The amount left to spend. (Actual Balance minus Encumbrance Price).

• Expended   Percent of fund expended (invoices processed, paid and unpaid).

• Expended + Encumbered   Percent of fund expended and committed (invoices processed, paid and unpaid AND orders not yet received).

You can obtain a print out of the Balance Tab by clicking the “Print” button to the right of the balances.   

                                                            

Transaction Details

Transaction details are found in the Transactions Tab.  Select the transaction type(s) you are interested in then click the Filter button.  You can print the transactions by clicking the Print button.

 

 

Sublibraries

The Sublibraries tab indicates which libraries can spend for a fund:

If a sublibrary should be added to a fund, an email should be sent to Macrina Rizzo (msrizzo@mit.edu) or Charlene Follett (cfollett@mit.edu) indicating the Budget Code and sublibraries to be added.  This is particularly important if you want to order on one library’s fund but have the item cataloged for another library.  Acquisitions will not be able to complete your order unless this is done.

 

 Questions?  Contact Macrina Rizzo, x3-5639 or msrizzo@mit.edu.